Section 6: Arriving Overseas

Welcome to the crucial phase of your journey - Arriving Overseas. This exciting stage marks the beginning of an enriching and transformative educational experience for both you and the students. As staff members leading this adventure, you hold the key to a smooth transition into a new and unfamiliar environment. The first few days in a foreign country are pivotal in setting the tone for the entire trip, and it's essential to guide students through this period with care and thorough preparation.

In this section, we'll cover a range of important topics and processes that need to be addressed upon arrival. From conducting an initial orientation to familiarising the group with local customs and safety practices, these guidelines are designed to ensure that every student feels informed, comfortable, and ready to embark on their international learning experience. Your role in facilitating this transition cannot be overstated; you are not just leaders but also mentors and a primary source of support for students as they navigate this new chapter.

As we delve into this information, remember that the goal is to empower students to engage confidently and responsibly with their new surroundings, fostering an environment of learning, respect, and personal growth. Let's ensure that the first steps in this journey are taken with confidence and enthusiasm, setting a positive and constructive tone for the days to come.

Essential Steps for a Smooth Transition Upon Arrival

As you embark on this international journey, it is crucial to lay the groundwork for a successful and enriching experience right from the start. The following key points outline essential steps for staff to facilitate a smooth transition for students upon arrival. These guidelines are designed to ensure that students are not only acclimatised to their new environment but also feel safe, informed, and culturally attuned. It's important to note that while staff play a pivotal role in this process, certain aspects of these guidelines may also be effectively delivered in collaboration with partner institutions or local providers. This collaborative approach can offer students a more comprehensive and localised perspective. Let’s dive into these vital aspects that pave the way for a memorable and impactful learning abroad experience:

Orientation Session on Arrival

Organise a comprehensive orientation session immediately upon arrival, which serves as a foundational step for acclimatising students to their new environment. This session should encompass an in-depth exploration of local customs and cultural norms, detailed safety information including emergency procedures, and a thorough overview of the itinerary. It should also introduce the importance of respecting local traditions and laws. An interactive format is recommended, encouraging student participation and the opportunity to address any immediate questions or concerns they might have. This proactive approach aims to create a comfortable and informed atmosphere, setting a positive tone for the duration of their stay. Provided below is information that can be discussed.

Health and Safety: Using International SOS (ISOS)

  • Overview of Comprehensive Services by ISOS: Start by introducing International SOS as a vital resource for students traveling abroad. Detail the array of services offered by ISOS, such as telemedicine, emergency evacuation, and travel safety advice. Highlight their capability to manage crises, including natural disasters, and their 24/7 support centers. This assures students that ISOS can address a wide variety of health and safety issues they might face internationally.
  • Utilisation of ISOS in Medical Situations: Elaborate on how students can leverage ISOS for immediate medical guidance. Explain the process for accessing telemedicine services and coordinating emergency medical care. Emphasise the importance of contacting ISOS for any medical emergencies or health concerns.
  • Emergency Evacuation Procedures: Discuss ISOS's role in facilitating emergency evacuations. Explain their ability to provide logistical support and coordination in critical situations, ensuring students understand they have a dependable resource in severe emergencies.
  • Emergency Contacts and Information: Instruct students that their primary contact in overseas emergencies should be International SOS. Provide clear steps for reaching ISOS, including essential phone numbers and contact details.
  • International SOS Mobile App: Urge students to download the International SOS App prior to departure. Describe how the app offers continuous alerts, assistance, and specific information about their destination, which is essential for staying informed and safe while abroad.
  • Insurance Claim Assistance and Communication Coordination: Finally, note that ISOS also aids in handling insurance claims and facilitates communication coordination, both crucial in effectively managing emergencies.

Mental Health

Upon arriving overseas, participants should actively monitor their mental health. This significantly influences thoughts, behaviours, and interactions. It's crucial to be aware of how foreign jurisdictions view mental health. Students facing any challenges should promptly seek assistance from International SOS or the University's confidential counselling services, available online or in person, for advice and strategies. For more information and support, refer to the Departure Section and the University's counselling service webpage.

Communication Plan

Develop a robust communication plan, crucial for ensuring everyone's safety and well-being. This plan should provide clear instructions on how students can contact staff members at any time, detailing various modes of communication like phone, email, and instant messaging platforms. Additionally, establish a system for students to easily communicate with each other, fostering a sense of community and support. Implement regular check-in times, where students are required to confirm their safety and whereabouts. This could be done through a daily or weekly scheduled call, message, or meeting. Include protocols for emergency situations, ensuring students know the immediate steps to take and whom to contact. This comprehensive plan not only ensures efficient communication in routine and emergency scenarios but also helps in building a cohesive, connected group dynamic.

Transportation Guidance

Offer detailed guidance on navigating local transportation systems, a key aspect of ensuring students' safety and independence. Begin by providing comprehensive information on public transit options, including buses, trains, and subways, emphasising routes, schedules, ticketing procedures, and safety norms. Introduce reputable taxi services, including how to identify official taxis and tips for avoiding common scams. Discuss the use of ride-sharing apps if available, focusing on their safety features and how to use them effectively. Highlight any areas that are less safe or recommended to avoid, especially at night or for solo travel. Also, incorporate advice on pedestrian safety, such as understanding local traffic patterns and pedestrian rights. This transportation guidance aims to empower students with the knowledge and confidence to travel safely and independently within their new environment.

Accommodation Orientation

Conduct a thorough orientation of the students' accommodation facilities to ensure their comfort and safety. Begin by highlighting essential features such as emergency exits, illustrating the quickest and safest routes in case of an emergency. Familiarise students with meal options, including dining halls, nearby eateries, and any in-house catering services, addressing dietary needs and preferences. Show the location and operation of laundry facilities, providing instructions on usage and etiquette. Discuss the process for handling accommodation issues, such as maintenance requests or concerns with roommates, and provide contact information for the relevant support staff. This orientation should also include a tour of communal areas, such as study lounges, recreational spaces, and any health and wellness facilities available. The goal is to ensure that students feel at home, understand how to utilise the facilities to their fullest, and know how to seek assistance when needed.

Currency and Financial Tips

Provide comprehensive guidance on financial management, crucial for students in a new country. Start with advice on the best places for currency exchange, emphasising those with favourable rates and reliability. Educate students on safely using ATMs, including choosing secure locations, being aware of their surroundings, and protecting their PIN. Offer practical tips for budgeting effectively, such as tracking expenses, setting daily or weekly spending limits, and prioritising needs over wants. Discuss common prices for everyday items and services to help students gauge the cost of living. Additionally, advise on avoiding financial frauds and scams prevalent in the area. This guidance aims to empower students with the knowledge to manage their finances wisely and navigate the economic aspects of their international experience with confidence.

Language Basics

In a non-English-speaking country, it's vital to equip students with basic language skills for effective communication. Organise a crash course focused on essential phrases in the local language. Start with common greetings and polite expressions, as these are fundamental in initiating respectful interactions with locals. Teach directional phrases and key vocabulary for navigating the area, such as names of places, transportation terms, and asking for directions. Emphasise phrases for seeking assistance, like "Where is the nearest hospital?" or "Can you help me?". Include functional language for everyday scenarios like ordering food, shopping, or addressing emergency situations. Utilise interactive methods such as role-playing exercises to practice these phrases in real-life contexts. This language primer not only aids in basic communication but also demonstrates respect for the local culture and enhances students' overall experience.

Group Dynamics and Expectations

Addressing group dynamics and setting clear expectations is crucial for fostering a cohesive and positive experience. Start by outlining expected behaviours that promote teamwork and collaboration, emphasising the importance of respect, empathy, and open-mindedness towards each other's backgrounds and perspectives. Discuss the value of individual responsibility in group settings, such as punctuality, participation, and adhering to agreed-upon guidelines. Encourage an atmosphere of mutual support, where students feel comfortable seeking help and offering assistance to their peers. Engage students in activities that build trust and understanding, such as group discussions, team-building exercises, and collaborative problem-solving tasks. Highlight the benefits of diverse viewpoints and the learning opportunities they present. This approach aims to cultivate a supportive, respectful, and inclusive group environment, essential for a successful and enriching international experience.

Cultural Immersion Activities

Carefully plan cultural immersion activities that are engaging yet considerate of students' adjustment period. Start with low-intensity activities that introduce students to the local culture in an accessible and enjoyable way. This could include guided tours of significant historical sites, museums, and local landmarks, offering insights into the country’s heritage and traditions. Arrange for interactive workshops or demonstrations of traditional arts, crafts, or cooking, where students can participate and learn hands-on. Organise visits to local markets or cultural events, providing a glimpse into the everyday life and customs of the area. Encourage students to engage with local communities, possibly through volunteer opportunities or cultural exchange programs. These activities should aim to deepen students' understanding and appreciation of the host culture, fostering a sense of connection and curiosity, while being mindful of their initial acclimatisation to the new environment.

Conditions of Participation

Upon arrival, it’s essential to revisit Western Sydney University’s Conditions of Participation with students, underlining their roles and expectations in the overseas program. Start by highlighting the high standards of behaviour expected, both within and outside the university context, stressing the importance of respecting the host community and fellow travellers.

Focus on the necessity of adhering to university policies for personal and group safety. Make it clear that not meeting these standards could lead to severe repercussions like removal from the program without a refund and the requirement to return any grants or scholarships received.

Detail the authority of Trip Leaders in safeguarding the program's integrity. Outline situations where leaders may dismiss students from the program due to significant risks, legal violations, or endangering behaviour. Such actions, subject to supervisor approval, will conclude the student's participation and shift the onus of their safety and future arrangements onto them.

Brief students on vital topics, including adherence to laws and policies, the consequences of misconduct, available support during the program, and the importance of communication and respect - see Student Misconduct in Learning Abroad Programs (Group Travel) webpage. Additionally, recommend viewing the WSU Conditions of Participation video on the Go Global Portal, especially for those who haven’t seen it, as part of their orientation process.

Dealing with Jet Lag

Addressing jet lag is important for students to quickly adapt to the new environment. Provide practical advice on managing this challenge, emphasising the importance of staying hydrated, as dehydration can exacerbate jet lag symptoms. Encourage students to adapt to the local sleep schedule as soon as possible, even if it means staying awake longer or going to bed earlier than usual initially. Suggest avoiding heavy meals and caffeine close to bedtime, as they can disrupt sleep patterns. Recommend light exercise, like walking or stretching, which can help reset the body's internal clock. Also, advise on the benefits of brief naps (20-30 minutes) to recharge, while cautioning against longer naps that can interfere with night-time sleep. Share strategies for gradual adjustment before the trip, such as gradually shifting sleep times closer to the destination's time zone. This guidance aims to help students minimise jet lag's impact, allowing them to fully engage in the program from the beginning.

Sustainable and Responsible Travel Practices

Emphasising sustainable and responsible travel practices is key to fostering a respectful and environmentally conscious approach among students. Start by encouraging eco-friendly habits such as reducing waste, using reusable water bottles, bags, and other sustainable products. Discuss the importance of minimising carbon footprints by opting for public transport, walking, or cycling when exploring the local area. Highlight the significance of respecting local ecosystems and wildlife, advising against activities that harm the environment or exploit animals. Educate students on the cultural sensitivities of the host country, urging them to respect local customs, traditions, and sacred sites. Promote the concept of 'leave no trace', ensuring that students understand the importance of leaving places as they found them. Encourage participation in local conservation or community projects, providing an opportunity to contribute positively to the host community. By adopting these practices, students will not only enjoy a more authentic and respectful travel experience but also contribute to the global effort of sustainable and responsible tourism.

UNSDGs Awareness

Integrating awareness of the United Nations Sustainable Development Goals (UNSDGs) into your program can significantly enhance the educational and ethical dimensions of the students' international experience. Begin by providing a brief overview of the UNSDGs, highlighting their importance in promoting global sustainable development. Explain how various aspects of the program align with specific goals, such as quality education, reduced inequalities, sustainable cities and communities, and responsible consumption and production. Encourage students to consider how their actions, both as individuals and as a group, can contribute positively to these goals. This could involve engaging in environmentally sustainable practices, participating in cultural exchange activities that foster understanding and respect for diversity, or contributing to local community initiatives. By understanding and considering the impact of their actions in the context of the UNSDGs, students can develop a deeper sense of global citizenship and responsibility, enriching their overall learning abroad experience. Remember, the key goal is to ensure that both staff and students feel prepared, safe, and informed, enabling them to fully engage with and benefit from their international journey.

Contacts

For NCP and non-NCP Short Programs (new and existing programs):

  • Cammy Chan
  • Administrative Officer, Learning Abroad Government Programs
  • International Liaison Officer, New Colombo Plan
  • Email: C.Chan2@westernsydney.edu.au

For strategic insights, new ideas, or industry-level advice on Learning Abroad: