COOPERATION BETWEEN INTERNATIONAL COORDINATORS, EXCHANGE STUDENTS & INTERNATIONAL TUTORS Bastian Fähnrich International Tutor Training 7 April 2009 International Coordinator International Tutor Exchange Student

We are trying to create a good exchange experience! For everyone and together, that is, in a joint effort! > Tasks, duties and abilities of and for each tutor, exchange student and international coordinator! > Related to aims of the internationalisation of Oulu UAS, of which student mobility is but only one aspect No standard model of international tutoring and cooperation, but good practices in spite of > Differences between the schools > Differences between individuals > Differences across cultures GENERAL AIMS & PROCEDURES

Oulainen Department of Health Care (Merja Männistö) School of Business and Information Management (Anna Kolehmainen, Jyrki Holappa) School of Engineering, Oulu Campus (Bastian Fähnrich, Katja Kurasto) School of Health and Social Care (Piia Hyvämäki, Ulla-Maija Seppänen) School of Music, Dance and Media(Jouko Tötterström, Anssi Kirkonpelto, Marjo Pekonen) School of Renewable Natural Resources (Arja Maunumäki) School of Vocational Teacher Education (Säde-Pirkko Nissilä, Pia Oikarinen) Raahe School of Engineering and Business, Raahe Campus (Tiina Ovaska) Rector’s Office (Sami Niemelä, Marjo Pääskylä, Eleni Mizaras, Anne Anttinen, Anne Aho) COORDINATORS OF INTERNATIONAL RELATIONS

EXCHANGE STUDENTS (STUDIES & PLACEMENTS) Exchange Student

INTERNATIONAL TUTORS Tutor

INTERNATIONAL TUTORS Tutor

MODES OF COOPERATION Participation & Exploration Everyone involved, especially, exchange student(s), tutor and international coordinator Organisation & Coordination Organising and coordinating activities together, on the basis of certain tasks, duties and abilities! Information & Communication Exchanging information, keeping each other posted by , phone, face to face, e.g. International Office, Tutor Cafe (includes Study Advisors and Tutor Representatives of field- specific student associations)

PROCESS OF COOPERATION Before, Upon and After Arrival During the Exchange Before, Upon and After Departure Exchange Student Tutor

Before arrival: Coordinator: Establishes the first contact with the exchange student(s) (N.B. Possibly also undergraduate or postgraduate degree student(s)) Provides information about the online application(s) (ESAetc.) Assists with applications & housing issues Helps in planning studies/placement (Learning/Training Agreement) Assigns exchange student(s) to tutor(s), hereby taking into consideration wishes of tutors (language, country of origin etc.) Makes a list of tutors Creates a car pool with tutors Before Arrival

Upon arrival: Coordinator: Helps in doing the official paperwork > Registration form > Enrolment certificate > Student account > Student number (ASIO) > Meal subsidy card > Map of Oulu Assists in planning studies (curriculum, contact with teachers etc.) Takes care of tutors’ financial expenses relating to pick up (movie tickets) After arrival: Coordinator: Dedicated to follow-up students’ integration Upon and After Arrival

Before Arrival Tutor Before arrival: Tutor: Possible contact with the arriving student (informs coordinator about arrival date of exchange student once contact is established with his/her student!) Mentions the Orientation Programme of Oulu UAS and OSAKO: > Orientation Day for Exchange (and Degree) Students ”Tour d’Oulu”, Info sessions and activity course in the City of Oulu, > Orientation Day for Degree Students of Oulu UAS and University of Oulu, Info sessions and activity course in the City of Oulu > Oulu Days, Voluntary Participation > Football Tournament, Lintula sports ground > Preludi Opening Party, Kuusisaari > “Life and Culture Day” for Exchange and Degree Students of Oulu UAS and University of Oulu > Reception of the City of Oulu for Exchange Students > Reception of the City of Oulu for Degree Students

Before Arrival Tutor Before arrival: Tutor: Gets in touch with the arriving student Informs coordinator about arrival date of exchange student Takes part in planning meetings Stays in touch with the international coordinator of his/her school! Signs up to lists for tutors at his/her school and OSAKO’s lists!

Upon and After Arrival Tutor Upon and After arrival: Tutor: Picks up the exchange student(s) (details of the arrival, contact info) Provides guidance regarding student dormitories (Otokylä, PSOAS) > First impressions, encounters and moments count (bed, food, shelter…)! Comes for a visit to the International Office / Meeting with the coordinator Shows the school, the city and its surrounding Assists in planning studies: curriculum (lukkari) Helps with other student issues (OSAKO student card, residence permit, sports pass, healthcare, computer and teaching rooms…) Tells about and takes part in activities of the school, student union etc. Follows up on the integration of the exchange student(s)

Tutor: Information resource > Is a friend, a guide to the local culture & fellow students > Is pro-active, approaches the exchange student(s), does small talk (might have a big influence ;-), invites exchange student(s) to activities and events – and gets invited by him-/herself, e.g. to international dinners, trips, project works etc.! Coordinator: Information resource Main/official responsible Organising & Coordinating Activities Information & Communication ( , Phone, Face to Face, Tutor Cafe, Reports) During the Exchange Tutor

Tutor: Helps with arrangements relating to departure (e.g. gifts for loved ones at home, travel plan, closing bank account etc.) Arranges a Farewell Party or Gathering (Pikkujoulut or Ainola Picnic) Stays in touch as a friend? Visits country, educational institution of exchange student? Submits report and study journal to international coordinator Coordinator: Assists with official papers (Transcript of Records, Letter of Confirmation etc.) Holds a last meeting before return to home country Stays in touch with the exchange student(s) regarding marketing etc. Before, Upon and After Departure Tutor Organising & Coordinating Activities Information & Communication ( , Phone, Face to Face, Tutor Cafe, Reports)

WHAT MAKES UP A GOOD EXCHANGE EXPERIENCE? (for Exchange Students, International Tutors and Coordinators alike!) Organisational Component Personal Component Cultural Component Academic & Professional Component Linguistic Component Social Component Presentation of components is based on: Kurasto, Katja & Heikkinen, Niclas (2002). Good quality student exchange experience. Views of different actors involved in the Erasmus exchange. Master’s Thesis. University of Oulu, Faculty of Education Modifications (PowerPoint Presentation) by Bastian Fähnrich

Organisational Component Working together, cooperating effectively in organising and coordinating activities related to exchange/international mobility. Personal Component Learning new things, recognising old features about oneself and others on a personal level. Cultural Component Experiencing different ways of life, food, customs, beliefs, values etc. Academic & Professional Component Getting to know different ways of learning, studying and doing work across cultures, accomplishing good results for academic and professional career. Linguistic Component Communicating in different languages, learning new languages, improving language skills etc. Social Component Having the opportunity to enlarge one’s circle of friends, meeting people from different cultures and backgrounds: students, coordinators, teachers, workmates, locals etc.

Take five minutes of time and write your ideas and thoughts about the components for a good exchange experience on a sheet of paper. Mention something relating to each component and which is of importance to you! Afterwards we’ll exchange our ideas and thoughts in small groups! PRACTICAL SESSION

USEFUL INFORMATION

All the best for your tutoring activities and exchange experience ;-) Exchange Student Tutor QUESTIONS & COMMENTS