Procedure Information 【Sophia University Overseas Student Safety Management Assistance】

To Sophia Students who are scheduled to study abroad, or go abroad at academic conferences and overseas research, etc.

As described in the LOYOLA and "STUDY ABROAD Handbook", all Sophia students planning to study abroad (including those by leave of absence or by General Study Abroad program) are required to purchase a university designated study abroad insurance and crisis management service before the period away from Japan. Please confirm the contents of assistance and application procedures by checking the short video attached below. It will be helpful to understand this assistance. And please complete the application form in the Loyola (survey/applications) at least three weeks prior to departure as possible.

Sophia Overseas Study Insurance/Crisis Management Services (OSSMA)

Outline of Sophia University Overseas Student Safety Management Assistance

※ This is an explanation of the insurance and crisis management services.

Video (10 minutes)

Application procedure and service registration

※ This is an explanation of the procedures for applying, how to register with the crisis management service after completing the procedures, etc.

Video (6 minutes)

Sophia University Overseas Student Safety Management Assistance brochures

◆◆◆Click here for the brochure◆◆◆

Plans

You need to choose an insurance plan.
1) For the short term (within 31 days), please choose Plan A.
2) The basis for long-term (more than 31 days) is Plan B, but if you need compensation for emergency dental treatment at your stay abroad, please choose Plan C.

Compensation contents

Please check the details of the compensation in the brochure and the price list attached below.
The following is a table of examples about insured cases.
When you have trouble during the term of the contract, you may contact OSSMA's Helpline to ask for help anytime in Japanese (English) to solve the problems.

★ Compensation Contents examples and precautions (Please check the brochure for details)

Personal injury or illness ※Cashless medical treatment available at designated hospitals.
First contact OSSMA helpline!

[e.g.] Illnesses and injuries that occurred during your stay abroad ⇒ medical treatment, interpretation, transportation, and continual treatment (you can continue treatment after returning to your home for a limited time.)
(In the case of actual cost medical treatment, keep all receipts. It makes possible to claim after returning to your home.)

[e.g.] Diseases that occurred within 72 hours after returning home are recognized as the disease that occurred during the term of your contract. Therefore, they are covered by insurance. ⇒ medical treatment, transportation fee, etc.
[Attention!] Required for medical examination and certification at the hospital within 72 hours.
(In the case of actual cost medical treatment, keep all receipts. It makes possible to claim after returning to your home.)
Personal belongings damages / Personal property for overseas student life [e.g.]Personal belonging damages due to an unexpected accident (⇒ Take a photo.)
Personal items stolen (⇒ Police report required.)
⇒ Consult OSSMA for claim procedure.

[Attention!] Not applicable for Loss or leaving due to carelessness of oneself

⇒ Consult OSSMA if you can't decide whether it's covered by insurance or not.
Overseas Student Liability [e.g.] : You have broken your accommodation. (⇒ Do payment once. ) ⇒ Consult OSSMA for claim procedure.

Baggage delay expenses [e.g.] : Baggage not arrived at the airport ⇒ claim to Airline Company/ notify the accommodation address ⇒ purchase some necessities during delay in arriving (keep all receipts)⇒ claim to OSSMA after returning home.
Flight delay expenses [e.g.] : 1-day delay in departure due to airline circumstances ⇒ Taxi and meal, etc. incurred by airline companies preparing accommodations.
(Keep all receipts) ⇒ claim to OSSMA after returning home.

About the fee

You will also be enrolled in the University-designated Crisis Management Services (OSSMA) with your chosen insurance plan.

Please check the Sophia University Overseas Student Safety Management Assistance Price
The insurance + crisis management service fee depends on your study abroad period.
Please check the final amount on the invoice which Sophia Campus Support Co.,Ltd.(SCS) will give you after the application has been completed.

♦♦♦ Click here for the price list ♦♦♦

Flow of application procedures

① Watch and check the video about the explanation of the system and how to apply and register.

② Log in to Loyola and click Survey/ Various Applications. (You can move from the URL below to the Loyola.)【Sophia University Overseas Student Safety Management Assistance】 Select the application form.

③ Fill out the application form until the end and send it. Please answer all the necessary item.
※N.B.: Don't overwrite what you sent once by changing the content afterwards. (The change will not be reflected.)

④ The following four items will be delivered to the mailing address written in the application form.

1) Overseas Travel Insurance Insured's Card (Insured's Card number is provided.) with Overseas Travel Insurance contract booklet
2) Crisis-management services OSSMA membership ID number notification
3) Checklist for the procedure before departure
4) Invoice (Insurance fee + Crisis management service fee + Transfer fee required)

* "Certificate of Insurance" (if you applied) will be mailed separately alone. Bring it abroad if you need.
* Please bring 1) and 2) above with you.

⑤ Log in to the OSSMA Locator (https://ossma.eaj.ne.jp) with the OSSMA membership ID number you obtained, and add your basic information, itinerary, etc. Also, please have your app downloaded on your mobile phone.

⑥Follow the invoice and make the payment by the payment deadline (before departure).

⑦ Watch the short video "About the Risks Surrounding International Students" before departure.
To make everyone watch it without fail, confirmation for finishing will be needed. Please send the answers to the quiz on the final page of the video to Center for Global Education and Discovery by using the email prepared. (See below)

Notes on completing the application form

・ Don't forget to fill in the application date.

・ Do not overwrite the application form after sending it.

・ E-mail address : Please write an email address that can be verified abroad as well. There might be some domain addresses that are not usable in certain countries.

・ Program name : Check the appropriate purpose, such as general study abroad, study abroad during leave of absence, and conference, etc. If not, select "Other" and fill in the information specifically.

・ Insurance period : Please fill in the date from the date you leave your home in Japan to the date you arrive at your home in Japan. [Japanese Home → Airport Overseas Residence → Airport → Japanese Home] Schedule of round trip full cover.
(If there is a change in the date of returning to Japan, it can be changed even while studying abroad. Please contact Sophia Campus Support Co.,Ltd. (SCS). Mail is acceptable.)

・ Certificate of Insurance : A certificate of insurance for presentation will be available in English and other languages. If you need it when applying for a visa, or if you are asked to present it from the institution where you will study, please make a circle to the language needed. (Issuance is free) However, it will take about 2 weeks to issue, so if you need it immediately, please submit the application form as soon as possible.

Be sure to watch this video before your departure!

Crisis Management Guidance: Risks Surrounding International Students

It will tell you about the risks you might encounter abroad. Be sure to watch it as a preliminary knowledge for your safety.
After watching, please send the answers to the quiz on the final page to the email address below.
Video and Quiz are only in Japanese. If you don't understand the contents, please mention it in a mail.

Video (7 minutes)

Video Watch Report

Destination: Center for Global Education and Discovery (anzen-ofc@sophia.ac.jp)
Email Title: Crisis Management Guidance Watch Report (Student Number and Name)
Content: ① Student Number ② Name ③ Departure Date ④ Country of Travel ⑤ Quiz Answer

♦♦ Email the report from here to anzen-ofc@sophia.ac.jp ♦♦

Apply from here

(1) When you fill in the application, you will need the following information.
Please prepare the following information beforehand. Once you log in to the application form, you cannot save comments temporarily.
● Personal information (student number, undergraduate department, date of birth, postal address, postal code, mobile phone number, home phone number, and your e-mail address)
● Travel destination information (country/city of stay (in English)•program name/university name/training name/accommodation destination name(in English)
● Insurance period (date of departure from home - date of arrival at home)
● Insurance plan (selected from the A20/B20/C20)
● Whether or not Certificate of Insurance is required
● Passport No./Passport expiration date
● Emergency contact information in Japan (Emergency contact person postal address/Postal code/ mobile phone number/email address)

(2) Please proceed to the application form below with the above information.

♦♦ Apply to the "Sophia Overseas Travel Support System Application Form" from the LOYOLA "Survey/Various Applications" ♦♦

Contact for Sophia University Overseas Student Safety Management Assistance

Sophia Campus Support Co.,Ltd.(SCS) (person in charge: Ms.Kubo and Ms.Fujii)
Yotsuya Campus Bld.13, 2nd floor of the Fukudaya Building, 7-1, Kioi-cho, Chiyoda-ku, Tokyo 102-8554,
TEL:03-3238-4259/FAX:03-3238-4391/E-mail:scs-tokou-co@sophia.ac.jp
Opening hours: 9:00-17:00 (weekdays only)

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