Cooperation between International Tutors, Exchange Students and Coordinators of International Relations What? When? Where? How? Why? Bastian Fähnrich & Sami Niemelä International Tutor Training, 15 April 2008 Presentation is based on Katja Kurasto’s earlier document. Modifications by Bastian Fähnrich and Sami Niemelä

- We are trying to create a good exchange experience! For everyone and together, that is, in a joint effort! -> important duties and abilities of and for each tutor, exchange student and international relations coordinator! - 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 / WHAT? WHY?

Oulainen Department of Health Care (Katri Pöntinen, Merja Männistö) School of Business and Information Management (Piritta Nätynki, Anna Kolehmainen 1.6.) School of Engineering (Matti Alila, Bastian Fähnrich) School of Health and Social Care (Kaijaleena Serlo, Ulla-Maija Seppänen) School of Music, Dance and Media (Jouko Tötterström, Niina Susan Vahtola, Heikki Timonen) School of Renewable Natural Resources (Arja Maunumäki) School of Vocational Teacher Education (Säde-Pirkko Nissilä, Pia Oikarinen) Raahe School of Engineering and Business (Tiina Ovaska, Sari Haarala alkaen) Rector’s Office (Sami Niemelä, Marjo Pääskylä, Eleni Mizaras, Allan Perttunen, Katja Kurasto) COORDINATORS OF INTERNATIONAL RELATIONS / WHO?

During the ExchangeBefore, Upon & After Departure - Everyone involved, especially, exchange student(s), tutor and intl. coordinator - Organising and coordinating activities together, on the basis of certain duties and abilities! - 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). Suggestions welcome! Before & Upon Arrival PROCESS OF COOPERATION / WHEN? WHERE? MODES OF COOPERATION / WHO? HOW?

BEFORE & UPON ARRIVAL Coordinator: - Before arrival: * First contact with the exchange student (N.B. Possibly also undergraduate or postgraduate degree student) * Official papers (applications) & housing issues * Planning studies (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 - Upon arrival: * Official paperwork (registration form, enrolment certificate, student account, ASIO-number, meal subsidy card etc.) * Planning studies (curriculum, contact with teachers etc.) * Takes care of tutors’ financial expenses relating to pick up

BEFORE & UPON ARRIVAL Tutor: - Before arrival: * 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: -> 4 September: Orientation Day for Exchange (and Degree) Students & ”Tour d’Oulu”, Info sessions and activity course in the City of Oulu, - > 5 September: Orientation Day for Degree Students of Oulu UAS and University of Oulu), Info sessions and activity course in the City of Oulu -> 6 September: Oulu Days, Voluntary Participation > 10 September Football Tournament, Lintula sports ground, from > 12 September: Preludi Opening Party, Kuusisaari -> 13 September: ”Life and Culture Day” for Exchange and Degree Students of Oulu UAS and University of Oulu > September: Reception of the City of Oulu for Exchange Students, later possibly also for Degree Students

BEFORE & UPON ARRIVAL Tutor: - Before arrival: * Keeps him/herself posted ;-) Takes part in planning meetings, and gets in touch with the international relations coordinator of his/her school! * Signs up to lists for tutors at his/her school and OSAKO’s lists!

BEFORE & UPON ARRIVAL Tutor: - Upon arrival : * Pick up (details of the arrival, contact info beforehand) * Guidance regarding student dormitories (Otokylä, PSOAS) -> First impressions, encounters and moments count (bed, food, shelter…)! * Visit to the International Office / Meeting with the coordinator * Showing the school / the city and its surrounding * Assists in planning studies: curriculum (lukkari) * Helps with other student issues (student card, residence permit, sports, healthcare, computer and teaching rooms…) * Tells about and take part in activities of the school, student union etc., e.g. the orientation days

USEFUL INFORMATION

DURING THE EXCHANGE Tutor: Information resource -> A friend, a guide to the local culture & fellow students -> Be pro-active, approach the exchange student(s), do small talk (might have a big influence ;-), invite exchange student(s) to activities and events – and get invited by yourself, e.g. to international dinners, trips, project works etc.! Coordinator: Information resource, main/official responsible Organising & Coordinating Activities Exchanging Information ( , Phone, Face to Face, Tutor Cafe, Reports)

BEFORE, UPON & AFTER DEPARTURE Tutor: * Helps with arrangements relating to departure (e.g. gifts for loved ones at home, travel plan, closing bank account etc.) * Farewell Party or Gathering (Pikkujoulut or Ainola Picnic) * Staying in touch as a friend? * Visiting country, educational institution of exchange student? Coordinator: * Official papers (Transcript of Records, Letter of Confirmation, other certificates etc.) * Last meeting before return to home country Organising & Coordinating Activities Exchanging Information ( , Phone, Face to Face, Tutor Cafe, Reports)

COOPERATION! WHY? To create a good exchange experience...

WHAT MAKES UP A GOOD EXCHANGE EXPERIENCE? (for Exchange Students, International Tutors and Coordinators of International Relations alike!) - Organisational Component - Social Component - Personal Component - Cultural Component - Linguistic Component - Academic & Professional 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 student(s). Is everything organised and coordinated swiftly, is information available and distributed in time and at the right place, by the right person? However: depending not only on others, but getting organised and coordinating things also by oneself!) 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! Afterwards we’ll exchange our ideas and thoughts!

Questions? Comments? All the best for your tutoring activities and exchange experience ;-)