Support for Non-Local Service-Learning Subjects

Protecting students' health is always one of the top priorities. While the Service-Learning and Leadership Office remains as the liaising party with UHS on travel medicine, an online platform is launched to capture students' medical and health-related information with ease.

This online platform allows students to:

• complete the travel medicine briefing,
• submit their vaccination records,
• indicate the vaccination that they want,
• sign up the health consultation, and
• submit the receipts.

Enquiries: Mr Sean Leung (Service-Learning and Leadership Office)

	sean.leung@polyu.edu.hk
	3400 8097

Departments are welcome to make use of this MS form template to collect and record students' information that is necessary for subject/project administration, health assessment and reporting. Such information includes but not limited to their passport information and information on emergency contacts. Students' failure to provide such data may affect their participation in the corresponding subject/project. All data is treated in strict confidence. 

• Undertaking and Declaration Form

Enquiries: Mr Sean Leung (Service-Learning and Leadership Office)

	sean.leung@polyu.edu.hk
	3400 8097

Departments need to look at different aspects and consider various local logistics issues when working with NGOs and partners in non-local Service-Learning projects. Two templates have been designed to assist departments in the process and collect necessary information in facilitating risk assessment and invoicing. 

• Sample and template for reporting itinerary and local logistics arrangements with NGOs or organizations
• Sample and template of the local logistics specification for issuing invoice

Enquiries: Mr Kenneth Lo (Service-Learning and Leadership Office)

	kenneth.wk.lo@polyu.edu.hk
	3400 3516

Departments have an important role to play in handling student reimbursement on vaccination, VISA and meals, and they will need to familiarize themselves with the corresponding procedures and workflow. The following will elaborate on the reimbursement procedures and highlights the issues that are worthy of attention. 

• Procedures on handling students' reimbursement on vaccination, VISA and meal (coming soon)

Enquiries: Mr Kenneth Lo (Service-Learning and Leadership Office)

	kenneth.wk.lo@polyu.edu.hk
	3400 3516

There are matters relating to travel insurance for staff and students travelling overseas that require departments' attention. A document on travel insurance and details on insurance coverage can be found below to offer useful information. 

• Group Travel Insurance for PolyU Staff and Students Travelling Overseas

The University has also engaged a Worldwide Emergency Assistance Services Provider, International SOS ("ISOS") to provide professional advice on pre-trip preparation and worldwide emergency assistance services for staff and students travelling outside Hong Kong. More information and reference on communicating with ISOS can be found below.

• ISOS Membership information (from Finance Office)
• Email template to ISOS for requesting pre-departure advice
• A case for reference: communication with and assessment reports from ISOS on a trip to Vietnam

Enquiries: Ms Jessica Chow (Service-Learning and Leadership Office)

	jessicakayi.chow@polyu.edu.hk
	3400 3409

	jessicakayi.chow@polyu.edu.hk
	3400 3409

Departments are recommended to collect the programme fees from students by means of Debit Note and by providing necessary information to Mr Christopher Lai of the Finance Office (FO). A blank template with an example to clearly illustrate the required information can be downloaded below. Alternatively, departments may also consider collecting the programme fees by cheque. For such a case, they may check with the FO Cashier Team for details.

• Template for reporting information to FO regarding Debit Note issuance

For subjects with service-learning projects organised by the Service-Learning and Leadership Office (SLLO), SLLO will coordinate with FO for the issuance of Debit Notes.

Enquiries: Ms Jennifer Ngai (Service-Learning and Leadership Office)

	jennifer.ngai@polyu.edu.hk
	3400 3298