TUTORING EXCHANGE STUDENTS Purpose, People, Process & Principles at Oulu UAS’ School of Engineering Bastian Fähnrich International Tutor Training 24 April 2013 International Coordinator International Tutor Exchange Student

Presenter: Bastian Fähnrich - Working currently as International Coordinator at Oulu UAS’ School of Engineering - Born & grew up in Germany, Moved to Finland, Oulu in Reasons: (1) Love (2) exchange/degree studies and (3) work - Education: University of Oulu, Master of Education - Motto: “The sign of a healthy soul is that it can laugh at itself.” - Kept a diary about learning experience of being and/or becoming an international degree student (see example later) INTRODUCTION /1

Topic: Tutoring of International Exchange Students Classical way of presenting and exploring a topic or human activity: Posing and answering questions (related to International Tutoring): Why international tutoring? Who is doing international tutoring? How is it done? (including the following: What is done? By Whom is it done? When & Where is it done?) INTRODUCTION /2

Other classical way of presenting and exploring a topic or human activity: Defining aims and means to reach the aim (of international tutoring): Aim: final state of affairs which is intended to be reached Means: method = a regular and systematic way of accomplishing something, reaching an aim. Method stems from Greek methodos, pursuit, method : meta-, beyond, after; see meta- + hodos, way, journey. Means and methods are people (abilities, commitment) and their resources (time, place, money) and activities etc. INTRODUCTION /3

New way of presenting and exploring a topic or human activity: In terms of business management and industrial / organisational psychology: Purpose, People, Process, Principles Purpose: aim or goal that is intended to be achieved by people through a process and activities People: people engaged (in an individual and collaborative effort) to meet a purpose through a process, guided by principles Process: purposeful activities or tasks planned and carried out by people with their abilities and resources (at places and during a time period) Principles: rules of conduct which are defined and agreed upon by people. Principles guide people and their process and activities of meeting a purpose. INTRODUCTION /4

INTRODUCTION /5 Purpose People Process Principle2 Principle3 Principle1

We are trying to create a good exchange experience! For everyone and together, that is, in a joint effort! > Activities, tasks and abilities of and for each tutor, exchange student and international coordinator! > Related to aims/purpose 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 PURPOSE & PROCESS

WHAT MAKES UP A GOOD EXCHANGE EXPERIENCE? (for Exchange Students, International Tutors and Coordinators alike!) Physical Component Personal Component Social Component Cultural Component Linguistic Component Academic & Professional Component Organisational 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

Physical Component Getting familiar and learning about (urban / natural) environment, accommodation, registration in local community and education facilities, food provisions and monetary means and funds to make a living etc. Personal Component Learning new things, recognising old features about oneself and others on a personal level. Social Component Having the opportunity to enlarge one’s circle of friends, meeting people from different cultures / host culture and backgrounds: students, coordinators, teachers, workmates, locals etc. Cultural Component Experiencing and learning about 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 / in host culture, accomplishing good results for academic and professional career. Linguistic Component Communicating in different languages / host language(s), learning new languages, improving language skills etc. Organisational Compoment Working together, cooperating, communicating effectively in participating, organising and coordinating activities related to international mobility, education and tutoring

Oulainen Department of Health Care (Merja Männistö) School of Business and Information Management (Anna Kolehmainen (degree students), Piritta Nätynki, Jyrki Holappa) School of Engineering, Oulu Campus (Bastian Fähnrich, Katja Kurasto) School of Engineering, Raahe Campus (Tiina Ovaska) School of Health and Social Care (Marita Metsävainio) School of Music, Dance and Media (Johanna Leponiemi, Sonja Heikkinen) School of Renewable Natural Resources (Arja Maunumäki) School of Vocational Teacher Education (Esa Virkkula) Rector’s Office (Sami Niemelä, Marjo Pääskylä) INTERNATIONAL COORDINATORS

EXCHANGE STUDENTS (STUDIES & PLACEMENTS) Exchange Student

INTERNATIONAL TUTORS Tutor

INTERNATIONAL TUTORS Tutor

PRINCIPLES 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.) Establishes facebook group for exchange students and tutor students Makes a list of tutors (Google document) Creates a car pool with tutors Before Arrival

Upon arrival: Coordinator: Helps in providing essential information and doing the official paperwork > Registration form > Enrolment certificate > Student account > Student number (ASIO) > Meal subsidy card > Map of Oulu Campus and City of Oulu > Guide for Exchange Students (School of Engineering) Assists in planning studies (curriculum, contact with teachers etc.) Compensates for tutors’ work: Movie Tickets (1 for tutoring, 1 for each pick up and accommodation and registration assistance of incoming student) or alternatively Travel Expense Claim (Matkalasku)Travel Expense ClaimMatkalasku 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 de 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 and tutor cafes (possibly Intl. Club of OTE) 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 (only if needed): curriculum (lukkari) Helps with other student issues (OSAKO student card, residence permit, sports pass, health care, 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: Serves as a friend, a guide to the local culture & fellow students Is pro-active, approaches the exchange student(s) about topics emerging during exchange (accommodation, learning, free time etc.) 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.! Takes part, for example, in International Club by OTE or International Meeting of OSAKO Coordinator: Information resource Main/official responsible 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: Tutoring Report: Tutor Student reports his/her tutoring activities in a diary-kind way (also blog), including month and type of activity, e.g. pick up, accommodation, registration, tutor meeting/cafe, guidance etc. Also: Tutor Passport Study Diary/Journal: At the end of tutoring Tutor Student reflects on international tutoring according by writing answers to guiding questions: What have you learned while being a tutor? Which are your good qualities as a tutor? Which areas could be improved? What does tutoring mean for a student? How could tutoring be developed? See for templates and more information OSAKO’s International Tutor’s Guide! 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. Grants Tutor Certifcate and credits for tutor student (1 year of tutoring) in cooperation with OSAKO and Student Affairs Office Before, Upon and After Departure Tutor

USEFUL INFORMATION > International Tutor’s Guide Material & Resources from International Coordinator

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