The University of Oregon is an equal-opportunity, affirmative-action institution committed to cultural diversity and compliance with the
Americans with Disabilities Act. This publication will be made available upon request. © 2015 University of Oregon
American English Institute
1787 Agate Street
Eugene, Oregon 97403-5212
541-346-3945
Building Hours:
Monday to Thursday
9:00 AM to 4:00 PM
Zoom sessions for remote
aei.uoregon.edu
2
Important Contacts
Phone Number
Contact
Type of Help
911
Emergency: Police and Fire
24-hour help for dangerous and
life-threatening situations
541-346-2919
NON-Emergency: UO Police
24-hour help for any situation
needing police help
541-346-7433
UO Safe Ride
https://pages.uoregon.edu/saferide/
Ride home at night if you are
traveling alone. See the website
for hours
541-346-7433
Designated Driver Shuttle
(DDS)
Rides home if you have been
drinking alcohol. Available 10pm-
2:30am.
541-343-7277
Off Campus Sexual Assault Support Services
http://sass-lane.org/
Support and resources
541-346-SAFE
Help for Victims and Survivors
https://safe.uoregon.edu/university
Support and resources
541-346-3206
International Student and Scholar Services
https://isss.uoregon.edu/
Information for students
transferring to UO
541-346-2770
UO Health Center
healthcenter.uoregon.edu
Help with physical health-related
problems and concerns.
541-346-3227
CRISIS Line UO Counseling Center, Student
Health Center
counseling.uoregon.edu
Help with mental health-related
problems. Speak with a trained
counselor.
541-346-1155
UO Accessible Education
Help with disability services and
accommodation
Family Emergency Situations:
If your parents or family members are not able to contact you in an emergency, they should contact AEI Main
Desk 541-346-3945. If it is after hours, they should contact the UO Police Department at 541-346-2919.
3
Table of Contents
Overview
4 Welcome Letter
5-6 AEI – Our Goals
7 IEP Calendar of Important Dates and Deadlines
8-9 IEP Support Team and Contact Information
Academics and Advising
10-11 Curriculum
12 Course Level Placement
13 Levels - Proficiency Descriptions
14 Grading and Promotion
15 Classroom Student Expectations
16-17 Attendance Policy
18-19 Academic Standing Policy and Definitions
IEP Resources
20 Transcripts and Documents Requests
21 Tuition and Fees: Payment Guidelines
22 Problem Solving and Complaint Process
Student Engagement (Learning Outside of Class)
23-24 Tutoring Services Programs
24 Activities
25 Volunteering and Community Service
26 Get Involved! Other UO Student Engagement Resources
VISA Advising
27 VISA & I-20 Information
28 Student / Exchange Visitor Visa Types
29-30 Maintaining F-1 or J1 Visa Status
31 Leaving the AEI Before the End of the Term
32 Yearly forms for the U.S. and Oregon Governments
UO Policies and Resources
33 UO Student Code of Conduct
34 UO Health Requirements
35 UO Students Records and Privacy Rights in the U.S.
36 UO Admissions
37 Accessible Education
37 Religious Observances
38-39 ASUO Legal Services, Driving Legally
40-41 DuckWeb, UO Email, Canvas, Technology Troubleshooting
Homestay Program
42-45
AEI Host Student Handbook
4
Dear AEI Students,
WELCOME to the University of Oregon’s American English Institute. We are excited that you will be
studying in the Intensive English Program (IEP) with us – either in person or remotely. If you are
preparing to study at the UO or are in the AEI on an exchange, it is our pleasure to help you meet
your English language goals.
The AEI enrolls students from around the world in face-2-face and online classes. You may study
with someone in the same city as you or in a city on the other side of the world. You will meet
classmates who are very different from you and others who are the same. One may be from a
country you do not know about! The relationships you build in the AEI will help you become a global
citizen. You have already taken the first step.
In our program, you are not only a student, you are also a teacher. You will share information about
your country, your culture, and even your family and friends with people from the US or other
countries. When you share, you learn more about yourself and others.
If you are studying with us in person, because AEI is located on the University of Oregon campus,
you will experience life as a UO student – as a Duck. You pay the university fees so you can do the
same activities as all other UO students - visit the Recreation Center, go to a basketball or volleyball
game, or join a student club. AEI has activities, too, that will help you to explore the campus and the
community. If you are joining us online, please participate in our Conversation Partner Program,
our remote activities, or even consider our Remote Homestay Program.
In this unusual time of the Coronavirus, please know that some of our usual activities and events
will need to be adapted to meet safety guidelines. The safety of you, our student, and our faculty
and staff is most important to us.
This handbook will help you better understand the IEP and UO. It has many details and we are
happy to help you understand it. If you have any questions, please ask. We want you to have a rich
academic and cultural experience. In the IEP, our caring faculty and staff are here to support you.
Most of us have studied, worked, and/or lived overseas, so we understand the joys and difficulties of
studying in another culture. Please let us know how we can support you.
Thank you for choosing AEI and we are glad you are here. Go Ducks!
Sincerely,
Dr. Cheryl Ernst, Executive Director, and the AEI Faculty and Staff
5
AEI - Our Goals
Mission Statement
Since 1978, The American English Institute (AEI) has served the educational mission of the University of
Oregon through scholarship, English language instruction, and English language professional training.
Purpose:
The AEI champions the University’s mission of internationalization by contributing to global/cultural
understanding and language development through effective and innovative instruction in a welcoming
environment. We support the integration of international students into campus life and work to create a
successful academic experience for all learners.
Vision:
The AEI aspires to be recognized as a center of English language expertise by the University of Oregon
community and global partners. We seek to develop rich intercultural experiences and innovative
programming for a diverse population of learners.
Values:
At the AEI, we affirm the UO values. We respect the international and intercultural perspectives of our
faculty, staff, and students with emphasis on cultural exchange and sensitivity.
AEI Diversity Action Plan
In support of the University of Oregon’s Diversity Action Plan, the American English Institute is
committed to identifying strategies and tactics to support all four goals established by the UO:
Goal 1:
Create an inclusive and welcoming environment for all.
Goal 2:
Increase the representation of diverse students, faculty, staff, and community partners at all
levels of the university.
Goal 3:
Facilitate access to achievement, success, and recognition for underrepresented students,
faculty, staff, and alumni.
Goal 4:
Leadership will prioritize and incorporate diversity, equity, and inclusion in plans and
actions.
Being an organization that focuses exclusively on an international population, the AEI brings diversity to
the UO campus. As the largest hub of international representation, we must meet the needs of each of
our students, faculty and staff to ensure a positive and collaborative learning environment.
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Academic Standards
The AEI’s Intensive English Program (IEP) is fully accredited by the Commission on English Language
Program Accreditation (CEA) for the period 2006 - 2026 and agrees to uphold the CEA Standards for
English Language Programs and Institutions. CEA is recognized by the US Secretary of Education as a
reliable authority agency concerning the quality of education or training offered by the English language
institutions and programs it accredits.
The AEI is an active member of the EnglishUSA, StudyOregon, and the prestigious College Intensive
English Programs (UCIEP). We collaborate with EducationUSA and have hosted programs sponsored by
the U.S. Department of State as well as other governments and NGOs.
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IEP Calendar of Important Dates and Deadlines
Fall 2021
September 24 Payment due
September 27 Classes Start
November 11 Veteran’s Day Holiday
November 25-26 No School: Thanksgiving Holiday
December 3 Last day of classes
Winter 2022
December 31 Payment due
January 4 Classes Start
January 17 No School: MLK Jr. Holiday
March 11 Last day of classes
Spring 2022
March 25 Payment due
March 28 Classes Start
May 30 No School: Memorial Day
June 3 Last day of classes
Summer 2022
June 17 Payment due
June 20 Classes Start
July 4 No School: Independence Day
August 26 Last day of classes
Fall 2022
September 23 Payment due
September 27 Classes Start
November 11 Veteran’s Day Holiday
November 24-25 No School: Thanksgiving Holiday
December 2 Last day of classes
8
IEP Support Contact Information
Office
Services
• Lost documents
• Change of address
• International travel signature request
• IEP/UO admissions
• Transfer questions
• Driver’s license document request
• Certificate of enrollment request
• I-20 and immigration documents
• Visa status questions
• Financial scholarships
• Health Center questions
• Student concerns
• Withdrawal questions
• Formal complaints
• Class schedule
• Level placement
• Academic policies
• Registering for UO classes
• UO matriculation
• Scholarship extension requests
• Instructor/class complaints
• IEP Curriculum
• Student concerns
• Final Grade Reports and certificates
• Student records requests
• Student transcripts
• Homestay Program
• Housing
• Airport pick-ups
• Student concerns
9
• Conversation Partners
• Tutor issues
• Homework help
• Printing/Computer Lab
• Student concerns Activities sign up
• Volunteering
• Student groups & clubs
• Campus & community events
• Student concerns
AEI Finance
Agate Hall 106
aei@uoregon.edu
• Billing
• Scholarships
• Student concerns
• Faculty Supervisor
• Formal Complaints
• Title IX Complaints
AEI Faculty
Agate Hall
Please see your course syllabus for your
instructor’s office location, office hours and
email address.
• Grades and attendance
• Homework and assignments
Please note: A formal complaint about an employee can be made in many offices, but after that will
be handled by the employee’s supervisor.
10
Academics and Advising
Curriculum
The IEP curriculum is a mix of Core classes (18 hours), “Choice” elective classes (2 hours), and extracurricular
activities. These are carefully designed to create a positive and challenging learning environment. You will
not only practice English but also develop the academic and intercultural skills that will help you become
comfortable in US-style classes.
Core Classes - Required
All full-time IEP students must take 18 hours of Core classes.
Levels ePrep to 6
• Speaking/Listening – 6 hours
• Reading/Writing – 6 hours
• Grammar – 6 hours
• Ongoing Orientation Workshops
Choice Classes
Students can choose elective Choice classes each term. You can register for elective Choice classes at
Registration Day.
Sample Courses
A limited number of courses will be offered each term. Most classes are 2 hours each week. Examples
include:
• English Conversation
• Current Events
• Test Prep
• Vocabulary in Movies
• Pronunciation
IEP Sample Schedule (examples only)
Monday
Tuesday
Wednesday
Thursday
Friday
9:00-9:50
Elective: Reading
Fluency
Help desk
Elective: Reading
Fluency
10:00-11:20
Class #1: GR
Class #1: GR
Class #1: GR
Class #1: GR
11:20-12:00
Break
Break
Break
Break
Volunteering:
Grassroots Garden
12:00-1:20
Class #2: SL
Class #2: SL
Class #2: SL
Class #2: SL
1:20-2:00
Break
Break
Break
Break
2:00-3:20
Class #3: RW
Class #3: RW
Class #3: RW
Class #3: RW
3:30-4:20
Conversation
Partner
AEI Activity
11
Typical Hours per Week of an IEP Student
Core Classes
Hours per week
Reading/ Writing (RW)
6
Speaking/Listening (SL)
6
Grammar (GR)
6
Ongoing Orientation Workshops (new students)
1-2
Electives, Extracurricular Activities and Study
Hours per week
Electives
2-4
Conversation Partner
1
Individual and/or group study
10
AEI and Campus activities
1-4
Recreation
4
Graduate Level Core Courses
These courses are offered during terms of high demand to students with a bachelor’s degree or higher
who have completed level 6 in the IEP.
Example courses include:
• Oral Communication (6 hours)
• English Style and Structure (6 hours)
• Research Reading and Writing (6 hours)
• Academic Reading and Discussion (6 hours)
• Presentation Skills (6 hours)
• Individual Project: Research and Writing (6 hours)
Graduate Level Choice electives
Example courses include:
• Preparing for Graduate School (2 hours)
• Vocabulary Building for Specializations (2 hours)
University Undergraduate Courses – Optional (extra cost)
Full time students “in good standing” can take a 4-credit UO undergraduate class. These classes cannot
be at the same time as required IEP classes. You can take classes in one of these areas: Math, Music
Performance, or Foreign Languages.
You may also take a non-credit Physical Education (PE) or Dance Activity class.
• You must complete one term at the IEP before you can take a UO class.
• You must get approval from an IEP Academic Advisor.
• You must be able to start UO classes on time. UO classes start the same week as IEP orientation
and go one week longer than IEP. UO classes are 11 weeks long, including final exams.
12
Course Level Placement
New Students
Before you arrive or during orientation, you will take a placement test. The test has four parts: Writing,
Listening, Reading and Sentence Meaning. This test shows us which level is best for you. Your teachers
will also give tests during the first week of class. This ensures you have been placed in the correct level.
You may move to another level if:
• Your instructor and an instructor from the next level agree that you should move.
• The change happens during the first week of the term.
Returning Students
You will move through levels by showing mastery of the Student Learning Outcomes for each level. If
you think your level is wrong:
• You may retake the placement test during orientation week, but you must register with
Academic Advising.
o You must take the test before Friday of the week before classes begin.
o You will be placed in the correct level.
General Placement Policies
1) Students in levels ePrep to level 2 cannot be in courses two levels apart. For example, a
student in GR 1 cannot be in SL 3.
2) A student cannot request to change sections (example SL 4A to SL 4B) without a valid reason.
For example, a student with a family member in the same section can request to move to
another section.
3) A student can only be changed to a new class until Friday of week 1.
IEP Course Books and Materials
You should buy your books and materials after the first day of class, but no later than
Friday of Week 1. You can buy books at the Duck Store in the AEI section on the 2nd
Floor. Used books are often available at the bookstore, but you should ask your teacher
first. Many textbooks now have e-versions that you can purchase or rent online.
If you think you might change levels or want to return your books at the end of the term, save your book
receipt and do not write in your textbook. Depending on how long you have used the books, the
bookstore may give you full or partial refund for the books.
13
Levels – Proficiency Descriptions
Level
You can do the following with some errors after this level:
EPrep
You have the listening and speaking skills needed in daily life. You can have simple conversations. You
can read and write simple sentences. You understand some sound and spelling connections. You can
write letters clearly. You can use basic grammar for questions and statements. You know some of the
most common English words. You can follow good in- and out-of-classroom study practices.
1
You have more developed everyday listening and speaking skills. You can have longer conversations
about simple everyday topics. You can give a short, memorized presentation. You can read a variety of
short texts and use a few reading strategies to help you understand. You can use several sentence types
in answering simple guided writing tasks. You can identify basic parts of speech and sentence types. You
know frequently used English words.
2
You can understand and explain short adapted academic listenings. You can use basic discussion skills
such as agreeing and disagreeing to speak about class topics. You can give short presentations about
class topics. You can read and identify main ideas and important details in level-appropriate texts. You
can write a basic descriptive or opinion paragraph and can revise it for content and simple errors. You
can identify parts of speech and understand how words are used in context. Your vocabulary includes
everyday words and some academic words.
3
You can understand and discuss modified academic lectures. You can support your opinions, agree,
disagree and use follow up questions in longer group discussions. You can give an informative
presentation that includes research. You can read longer and more complex academic texts and think
critically about the content. You can write compare, contrast and opinion paragraphs, using a variety of
sentence types. You have greater written fluency and the ability to revise your writing for content and
grammar with greater accuracy. Your vocabulary includes more academic vocabulary and you can use
some of the vocabulary in your speaking.
4
You can listen to longer modified academic lectures and summarize and respond to the content. You can
contribute to small group discussions by creating discussion questions, sharing and supporting opinions,
and asking follow-up questions. You can give a short, analytical research-based presentation. You can
use a variety of strategies to read and understand the main ideas and important details in longer articles
or essays. You can write a short summary of a reading and also use information from readings to
support your ideas in short source-based paragraph, utilizing target grammar structures and more
complex sentences. You have a larger academic vocabulary that you can understand and use in speaking
and writing.
5
Your academic listening, speaking, discussion, note-taking, vocabulary, critical thinking and problem-
solving skills are more developed and sophisticated than in the previous level. You can give a
presentation in which you explain graphs and charts to support your conclusions. You can read,
understand, summarize and respond to a variety of themes and topics found in academic readings,
journalistic articles and/or longer works of fiction. You can write an academic summary-response,
paragraph, utilizing accurate paraphrasing and citation. You use a variety of sentence structures and
grammar in your writing and can edit with greater accuracy. You have a larger academic vocabulary,
which you can understand and use in speaking and writing.
6
Your academic listening, speaking, discussion, note-taking, vocabulary, critical thinking and problem-
solving skills help you navigate authentic listening and reading tasks. You can lead discussions, conduct
original research and give extemporaneous presentations. You can read and understand authentic texts
from a variety of academic disciplines and complete more sophisticated tasks. You can write a clear and
accurate academic summary. Under a time limit, you can write a well organized and supported
argumentative essay that synthesizes information and appropriately cites sources. You can utilize more
sophisticated grammar and sentence structures. Your vocabulary is more academic and you can
understand and use targeted words in your writing and speaking.
14
Grading and Promotion
Grading
This grade shows how well you mastered the Student Learning Outcomes of the level. You must
achieve B- (80%) or higher in your class to move to the next level.
B- to A+ You demonstrated mastery of the all of the required learning outcomes.
You have shown readiness to enter the next level.
D- to C+ You demonstrated partial mastery of the required learning outcomes. You
have not shown readiness to enter the next level.
F You were unable to show mastery of required learning outcomes. You have
not shown readiness to enter the next level.
Grade Chart
Eligible for promotion
Not eligible for promotion
97-100
A+
77-79
C+
93-96
A
73-76
C
90-92
A-
70-72
C-
87-89
B+
67-69
D+
83-86
B
63-66
D
80-82
B-
60-62
D-
0-59
F
Performance Descriptors
These scores rate your Progress and Engagement (attendance, participation, homework). These scores
do not decide if you move up or not, but they can affect how well you master course objectives.
1= Excellent 2= Very Good 3= Good 4= Fair 5= Poor
Elective Course Grades
2-hour elective grades are Pass (P)/No Pass (NP)
4-hour elective grades are percentages (%)
Final Grades
After the term ends, you will be able to see your grades on Duckweb.
15
Classroom Student Expectations
We want to create classrooms that are positive spaces for learning. You are an important part of
creating a learning space that is respectful, safe, and fun for everyone. In order to do this, please
remember the following rules:
1)
Be Respectful
:
• Listen to your teacher and to your classmates. Do not interrupt others or talk when you should
be listening.
• Put away cell phones during class.
• Use class time wisely. Do not ask your teacher during class about personal issues or grades.
• Encourage your classmates. Do not say bad comments to your classmates.
• Use clean language. Do not use curse words in English or in your language.
• Speak and act in a calm way. Do not speak too loudly or behave in an aggressive/angry way.
2)
Enjoy learning with different teachers
: All of the AEI teachers have unique ways to teach you. We
cannot change your teacher because of a personal preference, including teaching style, personality,
ethnicity, gender, or accent.
3)
Enjoy learning with different classmates
: You will have students in your class with very different
nationalities, ages, personalities and genders. You must talk and work with everyone in your class.
4)
Do your own work:
Cheating or copying another student’s work is not allowed in the AEI. Any form
of cheating or academic dishonesty will be reported to the Academic Advising Office.
5)
Learn the Culture of Instructor Office Hours:
IEP instructors have office hours. Office hours are
times when instructors answer students’ questions about class or homework. Meeting instructors
during office hours is a good way to get to know your instructors and receive extra help. Be proactive
and do not wait until the end of the term to get help.
How to start the conversation:
• I do not understand the homework assignment. Can you please explain…
• I do not understand what you said in class about…
• Can you help me to understand it more?
• I would like extra work to move ahead. Can you give me extra homework about…
When visiting instructors, it is good to:
• Send an email to the instructor before visiting the office.
• Think about questions to ask before you arrive.
6)
Follow all test rules:
Use of any materials or devices not specifically approved by the instructor or
engagement in unapproved behavior during assessments could result in receiving a zero for the test.
This includes but is not limited to the following:
• looking at a cell phone for any reason
• communication with classmates
• looking at others’ work
• showing your work to others
• consulting notes
• recording information
7)
Follow all necessary safety and health rules
. You are required by UO and the State of Oregon to follow
all rules to keep yourself, your classmates and AEI teachers and staff safe.
16
Attendance Policy
The U.S. Immigration and Naturalization Service requires that the AEI Intensive English Program keep
careful records of student attendance. Your success at AEI will depend on your academic progress and
regular class attendance.
You are expected to:
• Attend all of your classes on time.
• Do all class work and homework assignments.
• Take all required examinations.
There may be times when you will need to be out of class because of illness or other emergency
circumstances. If you will be out of class for several days, please notify your teachers and the IEP
Academic Advising Office. You should make arrangements with your teachers to make up the class work
you miss if you want to satisfactorily complete your classes.
Tardiness = Late for Class
You must be in class on time and return from all breaks on time. If you are late to class or returning
from a break, you will get a T (“tardy”). Three Ts= 1 hour of absence.
Absences
You may need to be absent from class. All absences are recorded, and most absences are not excused,
including absences for medical reasons.
Illness or Medical Absences
We do not want you to come to class if you will put other students or your teachers in danger. Please
stay home and see the doctor if you are seriously ill.
iBT TOEFL or IELTS Absences
You will be excused from class if you are approved to miss class to take one of these tests, but you are
not allowed to miss a test in your IEP class because of a TOEFL or IELTS test.
Absences due to Religious Observance
Any student who misses class due to a sincerely held religious belief is allowed to make up
examinations and other assignments missed because of the absence. Please read “Religious
Observances” on page 34 of the handbook for the complete policy. Classes missed due to sincerely
held religious beliefs
are
recorded as absences.
Type of Absence
Test makeup
What to do
Illness, Medical
No
Email your instructor immediately or as soon as possible.
TOEFL/IELTS
No
Show Academic Advising and instructors your receipt 2 weeks before the test.
You will not be excused from IEP test or finals week.
Religious Observances
Yes
Tell your teachers in writing
before Week 2.
See page 34 of the handbook for
the complete policy.
17
Attendance Policy, Continued
What to do if you miss class
You are expected to turn in work on time. All class assignments, including quizzes, exams, graded
discussions, projects, presentations, and other assignments must be done on time.
• Contact your instructor by email and ask for homework assignments.
• Give your full name and dates that you are going to be gone.
• Check the course syllabus to find out when major test and assignments dates are
scheduled.
• Give your homework to a classmate or email it to your instructors.
• Find out and complete assignments so you are prepared for the next class.
Assignments and Homework:
• You may expect at least one hour of homework for each hour you are in class.
• You must turn in all class assignments on time.
• Late work will not be accepted and will affect your grade.
• All work must be your own. Do not ask friends, tutors, homestay families, or any other
person to do work for you.
Dismissal from the AEI
End of the term:
• Over 40 hours of absence in a single term.
Immediate:
• 10 or more continuous days of absence;
• Failure to meet with International SEVIS advisor.
A student who is dismissed from the AEI will lose conditional admission to UO and must leave the
country or transfer to a new school. The student must meet with an International SEVIS advisor in
Agate 106.
All AEI students are responsible for knowing and following the AEI Attendance Policy explained
above
.
18
Academic Standing Policy and Definitions
Standing Categories
Good Standing (recorded but not printed on official transcript)
• Passed all core classes with B- or better.
Academic Warning
(recorded but not printed on official transcript)
• Most recent AEI standing is Good Standing and received a C-, C or C+ in one or
more core class.
Probation (printed on transcript)
• Most recent AEI standing is Academic Warning and received a C-, C or C+ (or
lower) in one or more repeated core class;
• Most recent AEI standing is Good Standing and Received a D+ or below in one or
more core class.
Disqualification (printed on transcript; prevents a student from continuing at AEI or as
a UO admitted student)
• Most recent AEI standing is Probation and received a C-, C or C+ (or lower) in one
or more repeated core class;
Processes
Disqualification: Conditionally Admitted Students
When a student with an offer of conditional admission to UO earns an AEI academic standing of
Disqualification, AEI will contact UO Admissions, who will rescind the offer.
• If AEI cancels the disqualification or reinstates the student (see below), the offer of
admission may be reinstated. AEI will inform UO Admissions.
• If the student later completes an alternative program at another institution and
meets the English language requirement for UO undergraduate admission, UO
Admissions will ask AEI whether they support offering admission to the student.
Cancellation of Disqualification
At the end of each term, the AEI Academic Review Committee reviews the academic records of
students disqualified from the AEI that term.
• The committee may adjust a disqualified student’s earned standing for that term to
probation. To be eligible for consideration, the student must:
o Complete a petition form, available from the AEI advising office.
o Show progress and effort in the course.
• AEI Academic Advising will inform a student of whether their petition was
successful.
• If the committee returns a student to probation and that student earns another C+
or lower in the same course(s) that previously caused them to be disqualified, the
committee will not consider extending probation a second time. The student will
remain disqualified.
19
Reinstatement to the AEI after Disqualification
• If a student was disqualified from AEI in a prior term, they may petition the AEI
Academic Review Committee for reinstatement. To be eligible for consideration, the
student must:
o Complete a petition form, available from the AEI advising office.
o Demonstrate two or more terms of good standing at another school.
• AEI Academic Advising will inform a student of whether their petition was
successful.
• If the committee approves the petition, the student’s previous recorded standing
will not change. For calculation of the student’s next standing at the end of their
first term back (only), AEI will treat their most recent standing as Good Standing.
Other Considerations
AEI academic standing calculations
• When calculating AEI academic standing for students who are new to AEI (no
previous terms as an AEI student), the “most recent AEI standing” is Good Standing.
• AEI calculates academic standings shortly after the end of the term, and does not
subsequently revise them, with the exception of the AEI Academic Review
Committee process. This applies even when student grades change after calculation
of standing.
Academic Excellence
• A student who passes all core classes for the term with an A or above is eligible to
request a certificate of Academic Excellence for that term.
University of Oregon Academic Standing
• AEI may authorize students to take University of Oregon classes for credit, while
they are still an AEI student.
• Students who choose to take for-credit UO classes will earn a separate UO
academic standing based on their grades in those classes.
• UO academic standing is independent from the AEI academic standing. It has
different rules and does not consider AEI grades or AEI academic standing. For
information about UO academic standing, review the website of the Office of the
Registrar.
• AEI students who take both AEI and UO for-credit classes in the same term will
have both an AEI academic standing and a UO academic standing.
• A student who earns a UO academic standing of Disqualification and is ineligible to
enroll in for-credit classes at UO is also ineligible to enroll at AEI. In order to return
to AEI, these students must complete the University of Oregon processes for
Cancellation of Disqualification or Reinstatement.
20
IEP Resources
Transcripts and Document Requests
IEP Transcripts
(Allow 7-10 business days for processing)
An IEP transcript shows all the end-of-term grades you have received in the IEP. Your transcript will also show
your academic standing for each term.
You should make a request through the AEI website: AEI
Transcript Request.
To request an AEI transcript, you can complete the online form using your Duck ID or download and complete
the transcript request form available on the AEI website. You must print and sign this form. No electronic
signatures allowed. DO NOT EMAIL FORM.
You can return the completed form to AEI in three ways:
• Deliver the form in person to the AEI front desk. You must also bring and show your UO ID Card
• Send by Mail (postal service) to: AEI Transcript Requests 5212 University of Oregon Eugene, OR
97403
• Send by Fax to: 541-346-3917
NOTE:
You cannot request a transcript by email.
• You must mail, fax, or deliver the form in person to AEI.
• AEI cannot send transcripts by email.
• No one can request a transcript for another person.
Please see the request form for additional instructions. There is no cost ($0) for transcripts if they are picked up
at the AEI, or if they are mailed using regular, non-express mail. There is a $45 charge for Express Mail delivery
.
To receive an official transcript
:
• You must not owe money to the AEI or UO. You can pay any bills at Oregon Hall.
• You must bring photo ID to pick up your transcript. A friend cannot pick up your transcript.
• You must pay $45 for international mail or US Express mail delivery.
Payment options for Express Mail
• Mail or Fax your credit card information with your completed request form.
• Send a check or money order with your completed form. Make checks out to: University of
Oregon
• Pay online using Flywire: https://www.flywire.com/pay/uoregon
• Pay online using AEI’s link to UO Quikpay: https://aeiweb.uoregon.edu/transcripts/pay
UO Final Grades and Transcripts
If you take a UO class, the grade you receive will not show on your IEP transcript. You will be able to see your
final grades in your DuckWeb account. If you need an official UO transcript you must request one through the
UO Registrar’s office on Duckweb.
Letter of Recommendation Requests
(Allow 7-10 business days)
If you need a letter of recommendation for employment or education purposes, please request one from your
instructor.
Scholarship Extension Requests
(2 months before your current scholarship expires) If you need a
scholarship extension, request it from the Academic Advising Office.
21
Tuition & Fees: Payment Guidelines
IEP tuition and fees are due before the start of each term, on Registration Day.
Students cannot register for classes until all tuition and fees are paid in full. To view the current
estimated cost of attendance, go to: http://aei.uoregon.edu/programs/intensive/costs.
How to Pay
For information on how to make a payment, go to: http://ba.uoregon.edu/content/make-payment.
Payments Through Duckweb
• Log into Duckweb using your UO ID & PAC
• Select Student Menu
• Select
QuikPAY
Student Account
International Payments
The University of Oregon has partnered with Flywire in order to streamline the process of
international payments. Flywire allows you to pay securely from any country and any bank,
generally in your home currency.
By making your payment with Flywire you can:
• Track your payments from start to finish
• Save on bank fees and exchange rates
• Contact their multilingual customer support team with any questions, day or night
To get started, click or go to https://www.flywire.com/pay/uoregon to begin the payment process.
If you have questions about making an international payment, visit: https://www.flywire.com/help.
For additional payment information and instructions, please go to: ba.uoregon.edu/make-a-
payment.
In Person
Payments can be made in person at the Cashiers Office located on the first floor of Thompson
University Center:
720 East 13th Avenue Eugene, Oregon 97401
Monday-Friday, 8am-5pm
22
Problem Solving and Concerns Process
We hope your experience at the AEI and in the US is positive. However, sometimes problems arise. If you
have a problem, we will listen and try to help you. For IEP-related concerns, please follow these steps to
solve the problem.
1. Talk to the individual, instructor, or classmate directly. Try to solve the problem with
this person.
2. Meet with the appropriate AEI contact person (see below) if step 1 is not successful.
3. Write a formal petition to the AEI Executive Director if you are unhappy with step 2.
AEI related issues / concerns
Contact
Location
Academic issues and personal concerns
Academic Advising
Agate Hall 106
Employee behavior (instructor, tutor,
classmate, office worker)
[For concerns, you can speak with any
of the people/offices listed at right,
and decide if you want to submit a
formal complaint.]
Academic Advising
AEI Admissions/SEVIS
Housing Coordinator
Student Engagement Coordinator
Agate Hall 106
Agate Hall 106
Agate Hall 202B
Agate Hall 104
A tutor or conversation partner
Student Engagement Coordinator
Agate Hall 104
IEP admissions
Admissions Coordinator
Agate Hall 106
Immigration or transfers (UO or other
school)
AEI International SEVIS Advisor
Agate Hall 106
A host family situation
A housing issue
Housing Coordinator
Agate Hall 202B
Activities and volunteering
Student Engagement Coordinator
Agate Hall 104
If you have posted an official complaint, and are not satisfied with the resolution, you
can appeal by filing a concern with the AEI Executive Director. Please use this code to
open a concern form:
The Executive Director will investigate your complaint and respond within 10 business
days. An administrative group will review it within 20 business days to evaluate
whether any change in policy or procedure is required.
23
Student Engagement
(Learning Outside of Class)
Your IEP classes are only one way to improve your English and should not be the only way you try to learn.
Research shows that students who are involved in language and culture activities outside of class reach
their language goals more quickly. The AEI and UO offer you many free opportunities to practice English
outside of class.
Tutoring Services Programs
IEP Help Desk
The Help Desk is the place to get homework help and talk with University of Oregon students. The trained
tutors can help you with speaking and listening skills, writing and grammar support, and TOEFL / IELTS
preparation.
Email [email protected] to sign up for a remote Help Desk session over Zoom or come to Agate 127
for an in-person session.
Help Desk Hours:
(Week 2-Week 10)
Monday – Thursday, 10am - 4pm
Tutors in the Classroom
Conversation Partners also work as tutors in Speaking & Listening and Student Success classes.
Tutors help students to practice discussions and conversations in pairs or small groups. Tutors attend
class once a week, and they participate in activities designed by the teacher.
Conversation Partner Program
All IEP students will be assigned a Conversation Partner. Conversation Partners are University of
Oregon students who meet with a student for 1 hour a week to practice conversation skills and
provide information about student life at the UO.
Top 5 Benefits of having a conversation partner:
1. You will learn to speak freely and fluently with a peer.
2. You can make a friend!
3. Your extra English practice will make you a competitive job candidate.
4. You will learn about US culture and share yours in return.
5. Your tuition covers the cost!
Working with a Conversation Partner
1. All IEP students will automatically be signed up for a Conversation Partner. Please email
[email protected] as soon as possible during Week 1 if you do not want a Conversation
Partner.
2. A Conversation Partner will write to you at your UO email address to set up a date and time for
your first meeting. Plan to talk with your Conversation Partner for one 50-minute session each
week.
3. Conversation Partners meetings can be held remotely over Zoom. In person meetings can only
occur in the common area of Agate while maintaining social distancing.
4. After you have confirmed a time, your Conversation Partner will send you a Zoom link for your
upcoming meeting.
24
5. Come prepared to each session with questions and/or ideas for how you want to spend your
time. Conversation Partners do not prepare a lesson plan. Their goal is to help students develop
conversational skills.
If things aren’t going well or you are having problems, please report this to the Student Engagement Office by
emailing [email protected]u or going to Agate 127 right away. We will work with you to try to resolve
issues.
Activities
The AEI Student Engagement Office (127 Agate Hall) is here to help you better understand our
community, adjust to campus life, and enhance your experience as a student and individual. Stop by
our office or email us at
aeitutoroffice@uoregon.edu to share your ideas and learn more how you can
get involved.
Come have fun with AEI:
Join us for activities and trips outside your classroom, all with social, cultural, and
recreational themes.
Connect with us:
Join us for game nights, movie nights, tours of Eugene, and many more remote activities to
help you connect with fellow University of Oregon students.
Make new friends:
Through our activities, you will meet new people and get involved with the local community
and culture.
Share your culture, ideas, and creativity:
You will have the chance to work in teams to create programs you care about.
Help make videos and podcasts to share with your friends and family.
Gain work experience:
Build experiences that connect you with your academic and career interests.
Be sure to sign up for activities on our website:
Follow us on Facebook and Instagram! Stay connected to hear about our events!
http://aei.uoregon.edu/activities
Visiting the Tulip Festival
Cooking together!
Remote Activities!
25
IEP Volunteering and Community Service
Volunteering and community service are popular in U.S. culture. At the AEI, you can volunteer at
different organizations to experience this important cultural value, have fun and make a difference in the
community.
Student Volunteers:
Join us to:
1. Get involved
2. Plan events and activities for AEI students
3. Share your skills and ideas
4. Create videos and program materials
5. Gain real-world experiences!
6. Both in-person and remote opportunities are available
Community Service:
We work side-by-side with others in the community. We help, learn and make a difference! Some of
the organizations we work with are:
• Boys and Girls Club
• Senior Centers
• Grassroots Garden
• Habitat for Humanity
• Food for Lane County
Certificate
Volunteer and community service hours are recorded by the AEI and at the end you can get a
certificate to show your involvement in the AEI and the community. This certificate is great for your
resume!
Boys and Girls Club
Grassroots Garden
The Raptor Center
26
Get Involved! Other Student Engagement Resources
There are many ways to get involved on campus. Here are just a few:
Mills International Center:
Located in the EMU, this is a gathering place for various weekly student
activities.
• Language Circles (English, Japanese, Arabic, Chinese, Spanish, etc.)
Go to https://mills.uoregon.edu/events, email mills@uoregon.edu, or follow them on Instagram and
Facebook for more information about upcoming events!
UO Student Organizations:
As a UO student you can join any organization on campus! Here are just
a few:
• African Student Association
• Arab Student Union
• Chinese Students & Scholars Association
• International Student Association
• JSO Japanese Student Organization
• Muslim Student Association
• Multicultural Center
• Taiwanese Student Association
• Women’s Center
• ...and many more
Many of these organizations are also offering opportunities to connect remotely. Go to
https://uoregon.orgsync.com for a complete list!
Yamada Language Center’s Language Exchange:
Sign up to meet someone who wants to learn
your language and who wants to help you with your English
Go to http://babel.uoregon.edu/ for more information about conversation exchanges.
The Rec Center:
The Rec center helps you keep your body in good condition so that you can stay
healthy and mentally prepared for classes. It’s also a great way to meet new people.
• Take an exercise class remotely or in person
• Join an intramural sports team like soccer or ultimate frisbee
• Swim
• Play pick up badminton or basketball
Go to https://rec.uoregon.edu/ for information about activities at the Rec Center.
Outdoor Program:
The UO Outdoor Program helps you get outside into nature! You can
• Rent equipment for camping, hiking, rafting and more
Go to https://outdoorprogram.uoregon.edu/ for more information about rentals and events.
27
Visa Advising
Visa and I-20 Information
SEVIS Immigration Advising
It is important that you know and follow the US rules and regulations for studying at the AEI. If you
have any questions about your visa status, make an appointment with an AEI International SEVIS
Advisor, Agate Hall 106, especially if you are planning to:
• Extend your stay beyond the time indicated on your I-20.
• Have dependent family members join you in the US.
• Leave the US.
Important Documents:
Passport
Your passport is one of your most important documents. You should protect it and make sure
it is up- to-date. Contact your country’s embassy or consulate in the US for instructions on
how to renew your passport at least 6 months before it expires.
If you lose your passport or it expires during your stay in the United States, you can apply
for a new one through the embassy or consulate general of your nation of citizenship.
I-20 or DS-2019 Form
The I-20 or DS-2019 form is a document issued by the school you plan to attend. Never let
your I-20 or DS-2019 expire.
The I-20 or DS-2019 gives legal status in the US and must be updated if your status changes.
Changes to the I-20 or DS-2019 can only be made by official university SEVIS advisors.
Front page of an I-20
Page 2 of an I-20 Form: Travel Signature
28
Student / Exchange Visitor Visa Type
F-1 vs. J-1 Visas
F-1 student visas are issued through the US Citizenship and
Immigration Services (USCIS), while J-1 student visas are regulated
through the Department of State (DOS).
Each visa type has different rules to maintain visa status. The AEI is
your on-campus resource for non-immigrant F-1 or J-1 visa issues. AEI
has SEVIS officials on staff who can help you. However, it is your
responsibility to know and follow the regulations.
Valid Entry
• The US visa stamp in your passport allows you to enter the US.
• Visas must be valid to enter/re-enter the US.
• Visas can only be obtained or renewed outside the US.
Remember: As long as you stay in the US, maintain your F-1 status, and have a valid I-20 or DS-2019,
it does not matter if your student visa has expired.
Steps for dealing with LOST Immigration Documents
1. If stolen, call campus police (541) 346-3232 to file a police report and/or email
2. Check UO Lost & Found in the area the documents were lost. For the EMU, for example,
call 541-346- 4163.
3. Contact your local consulate immediately to get a new passport:
http://www.state.gov/s/cpr/rls/fco/
4. Alert an AEI SEVIS advisor as soon as possible. The SEVIS advisor can make a new copy
of the I-20 or DS-2019 and help you to apply for a replacement visa.
Keep Copies of your Documents!
Keep extra, safe copies of your immigration documents and take them while traveling outside of
Eugene. US rules require all visitors to carry proof of identification and immigration status with
them when traveling; this includes a valid passport and valid I-20 or DS 2019.
I-94 Arrival / Departure Record
When you entered the US, the US Custom and Border Protection
(CBP) issued you an I-94. The I-94 “Admission Number” is proof of
your immigration status and your date of entry. The CBP stamps
your passport, noting port of entry, arrival date, and duration of
status.
To get your electronic I-94 go to www.cbp.gov/I-94
29
Maintaining F-1 orJ-1 Visa Status
As an IEP student, you are required by the US government to comply with the
following F-1 and J-1 Visa regulations:
1. Study full time in the IEP and/or advisor-approved UO courses.
2. Be in good academic standing.
3. Attend classes daily.
Issues / concerns
Detail
Need to register less than 18
contact hours in the IEP
The Department of Homeland Security (DHS) allows for specific exceptions to the full-
time study requirements. Exceptions called “reduced course load (RCL) authorization”
must be pre-approved through an AEI SEVIS advisor.
Request a vacation term
Students are required to enroll in 3 consecutive terms before being eligible for a
“vacation term.” Any break in study must be requested through an AEI SEVIS advisor.
Summer term at AEI is not an automatic vacation term. Completion of a departure form
may be required.
Have Health Insurance
International students at the University of Oregon are required to maintain health
insurance coverage throughout their stay in the US. AEI works with the University
Health Center to make sure you meet the requirements.
Moved to a new local address
US immigration law requires that any change of address be reported within 10 days of a
move and entered into the government SEVIS database. To remain in compliance, stop
by the AEI Admissions Office (Agate Hall 106) to complete a “Change of Address” form.
Change of financial status
Any scholarship award or change to your financial support (funding source for US
education) must be submitted so that your I-20 or DS 2019 is updated.
Get a job to work on campus
F-1 Visa students can work on campus up to 20 hours per week but will need to apply for
a Social Security Card. Off-Campus Employment for F-visa students is not allowed by
(DHS). Unauthorized employment may result in deportation. J-1 visa students must meet
with their J-1 visa advisor.
Travel outside the US
You will need to obtain a travel signature on your I-20 or DS 2019 from an AEI
designated school official. Please check with your AEI SEVIS advisor before you travel so
they can check your status and help you get a signature.
Transfer to a new school
You will need an AEI SEVIS advisor to help you transfer to another educational
institution other than the University of Oregon.
Stay after end of I-20
Students cannot stay in the U.S. more than 60 days following the completion of their I-
20 approved date of stay. J-1 visa students must consult with their advisor for how long
they can stay in the U.S after studies.
Withdraw
See an AEI SEVIS Advisor. Departure form and documentation will be required.
30
Maintaining F-1 orJ-1 Visa Status, continued
Compliance-Related FAQs:
Can I extend my studies at AEI beyond original I-20 or DS-2019 end date?
Yes, if you wish to study in the IEP beyond the original ending date listed under section
Program of Study on your I-20 Or section #3 on your DS-2019, you need to work with a
SEVIS advisor to apply for a program extension. Requests must be submitted before your
current I-20 ending date. You may be required to provide updated financial documents.
How do I transfer to another school?
Students transferring to another school in the US need to process their immigration transfer
paperwork with the AEI.
Transfer Steps:
1. Apply to the school of your choice.
2. Remain in good academic standing during the transfer period and have no account
balance.
3. When accepted, provide admission letter and transfer form
from new school to the AEI Admissions office.
4. Wait for the AEI to process the I-20 transfer.
5. Request the new I-20 from the new school.
Important! If you plan to leave the US during a break between schools, you must be
accepted by the new school and receive an I-20 from that school before re-entering into the
US. You will re-enter the US with the new school’s I-20 form.
Can I be an IEP student and Conditionally Admitted to the UO?
All undergraduate IEP students are able to apply to the UO for conditional admission. UO
Admissions typically sends the letter of conditional admission to the AEI who will contact
you to let you know.
Why was my I-20 terminated?
Failure to follow immigration regulations and AEI policy can result in termination of your I-
20, which can jeopardize your visa status. Depending on the situation, a student’s I-20 may
be terminated. In such a case, the student needs to take the following steps:
1. Immediately purchase a plane ticket to depart from the US as soon as possible.
2. Once in your home country, request a new I-20 for a new visa to re-enter the US.
Important! These situations are stressful and costly. In the end, it is
YOUR
responsibility as
an F-1 or J-1 visa student to maintain your status. AEI SEVIS advisors are here to help answer
your questions and support you.
31
Leaving the AEI before the end of the term
If you leave the AEI before completing the program, you are required to meet with an AEI International
SEVIS Advisor to discuss your departure. This meeting will help determine what to do with your I-20
record.
Steps to Withdraw from the IEP:
1. See an AEI Academic Advisor and International SEVIS Advisor.
2. Authorization is granted only in clear cases of emergency (such as a documented death
in the family or a documented serious illness).
3. Complete IEP Departure Form and document requirements.
4. Tell your instructors.
5. Check your student account and pay your balance.
6. Inform either your landlord, the Homestay Program Coordinator, or the Resident Hall’s
area desk.
If you withdraw, you must return to your home country immediately. You will lose your legal status
when you are no longer enrolled in the AEI.
Academic Policy for Withdrawing
Approved Withdrawal (Authorized)
A. Student will receive a “W” (withdrawn) grade for classes for the
entire term.
B. Student will receive an “E” (excused) for absences for the entire
term.
Not Approved (Unauthorized)
A. If requested before the end of Week 4, student will receive a “W”
(withdrawn) grade for classes and will receive an “E” (excused)
for entire term.
B. If requested after Week 4 or AEI is not informed at all, student
will be disqualified from the program.
Cancellation and Refunds
You many receive a full refund if you cancel with an AEI International SEVIS Advisor before the first
day of classes. All other refunds are calculated from the date you officially withdraw, not the date of
your last class attendance.
Tuition Refund Policy Chart
Date of Withdrawal
AEI Tuition
UO Fees
International Fees
Before first day of classes
100%
100%
100%
Before the end of week 1
90%
90%
90%
Before the end of week 2
75%
75%
75%
Before the end of week 3
50%
50%
50%
Before the end of week 4
25%
25%
25%
After week 4
No refund
No refund
No refund
32
Yearly Forms for the U.S. and Oregon Governments
Each year, the US government requires everyone living in the US for most of the year to file a tax return.
What if I didn’t work in the U.S.?
If you did not work in the US, you are exempt (do not pay taxes). However, you need to fill
out a form to show you are exempt. This form can be
found at www.irs.gov/Form8843.
How do I know if I need to pay taxes?
If you worked while an AEI student, you may need to file
a tax return 1040NR-EZ. You may also need to fill out an
Oregon tax form: Oregon 40N.
I need help with these forms!
UO’s Division of Global Engagement (DGE) has a helpful video
helps you understand what you need to do and how to do it:
https://blogs.uoregon.edu/itax/
Form
8843
Department of the Treasury
Internal Revenue Service
Statement for Exempt Individuals and Individuals
With a Medical Condition
For use by alien individuals only.
▶
Go to www.irs.gov/Form8843 for the latest informatio n.
For the year January 1—December 31, 2019, or other tax year
beginning
January 1
, 2019, and ending
December 31
, 20
20
.
OMB No. 1545-0074
2019
Attachment
Sequence No.
102
Your first name and initial Last name
Midori Green
Your U.S. taxpayer identification number, if any
Fill in your
addresses only if
you are filing this
form by itself and
not with your tax
return
Address in country of residence
107-0052 Tokyo-to
Minato-Ku
Akasaka, 2 Chome-13-3
Address in the United States
2434 High Street
Eugene, Oregon 97405
Part I General Information
1a Type of U.S. visa (for example, F, J, M, Q, etc.) and date you entered the United States
▶
J-1 March 15, 2018
b Current nonimmigrant status. If your status has changed, also enter date of change and previous status. See instructions.
2 Of what country or countries were you a citizen during the tax year?
Japan
3a What country or countries issued you a passport?
Japan
b
Enter your passport number(s)
▶
XS1234567
4a Enter the actual number of days you were present in the United States during:
2019
353
2018
291
2017
b Enter the number of days in 2019 you claim you can exclude for purposes of the substantial presence test
▶
Part II Teachers and Trainees
5
For teachers, enter the name, address, and telephone number of the academic institution where you taught in 2019
▶
6
For trainees, enter the name, address, and telephone number of the director of the academic or other specialized program
you participated in during 2019
▶
7
Enter the type of U.S. visa (J or Q) you held during:
▶
2013 2014
2015 2016 2017 2018
. If the type of visa you held during any
of these years changed, attach a statement showing the new visa type and the date it was acquired.
8
Were you present in the United States as a teacher, trainee, or student for any part of 2 of the 6 prior
calendar years (2013 through 2018)? . . . . . . . . . . . . . . . . . . . . . . . . Yes No
If you checked the “Yes” box on line 8, you cannot exclude days of presence as a teacher or trainee unless
you meet the Exception explained in the instructions.
Part III Students
9
Enter the name, address, and telephone number of the academic institution you attended during 2019
▶
University of Oregon 1217 University of Oregon Eugene, OR 97403-1217 (541) 346-3206
10
Enter the name, address, and telephone number of the director of the academic or other specialized program you participated
in during 2019
▶
Dr. Cheryl Ernst, 1787 University of Oregon, Eugene OR 97403-1787 (541) 346-3945
11
Enter the type of U.S. visa (F, J, M, or Q) you held during:
▶
2013 2014
2015 2016 2017 2018
J
. If the type of visa you held during any
of these years changed, attach a statement showing the new visa type and the date it was acquired.
12
Were you present in the United States as a teacher, trainee, or student for any part of more than 5 calendar
years? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Yes
If you checked the “Yes” box on line 12, you must provide sufficient facts on an attached statement to
establish that you do not intend to reside permanently in the United States.
13
During 2019, did you apply for, or take other affirmative steps to apply for, lawful permanent resident status
in the United States or have an application pending to change your status to that of a lawful permanent
resident of the United States? . . . . . . . . . . . . . . . . . . . . . . . . . . Yes
□
No
□
No
Most students will fill out this form 8843.
33
UO Policies
As an AEI student, you have the same rights and expectations as UO students. The AEI is an excellent
resource for you. Our instructors, advisors and staff do their best to make sure you get the help you need to
understand and succeed in the US educational system.
UO Student Code of Conduct
UO Policy:
All AEI Intensive English Program (IEP) students must follow all UO rules. Any IEP student who
does not follow UO rules may be disqualified from the UO. See
https://dos.uoregon.edu/conduct.
Community Standards of Behavior
You may be punished by the university for breaking the rules of the university or helping someone
else break the rules of the university. Any behavior that is considered harmful to you or another
person breaks the rule of the UO community. This behavior includes:
• Disrupting classes, activities, or research.
• Acting in a way [including those resulting from alcohol or drug use]
that causes unreasonable noise or annoyance.
• Endangering the safety of any person or causing fear.
• Harassing another person because of race, ethnicity, gender, religion, identity, or status.
Academic Honesty
Academic Honesty is an important part of being a university student. Breaking this rule includes
cheating, plagiarism, or giving false information.
Plagiarism
is “using another person’s idea and presenting it as your own.” If you submit a paper and
use ideas or words from an outside source [website, article, book, other student’s paper, or other
source] without quoting or giving the source’s name, you are stealing. Plagiarism will be reported to
the university. For more information see https://researchguides.uoregon.edu/citing-plagiarism
Work submitted in IEP courses must be your own (except for group assignments). Violations of any
form of academic dishonesty (cheating, plagiarism, fabrication, etc.) are taken seriously and are noted
on IEP student disciplinary records. Second offenses of academic dishonesty will be reported directly
to the UO Office of Student Conduct and Community Standards.
Equity and Inclusion
UO is committed to Equity and Inclusion. This means it will:
• Respect the dignity and essential worth of all individuals.
• Promote a culture of respect throughout the university community.
• Respect the privacy, property, and freedom of others.
• Reject bigotry, discrimination, violence, or intimidation of any kind.
• Practice personal and academic integrity and expect it from others.
• Promote the diversity of opinions, ideas and backgrounds that are the lifeblood of the
university.
Students are also expected to respect and follow these values.
34
University of Oregon Health Requirements
UO Policy:
IEP students are required to have UO-Health-Center-Approved insurance, show proof of
vaccinations and respect the Smoke-and-Tobacco-Free campus.
Health Insurance Requirements
To protect your health and financial stability, the state of Oregon requires all international students
and their dependents have health and accident insurance. The UO insurance plan provides health,
vision, and dental insurance coverage for treatment at the UO Health Center as well as anywhere in
the US.
Enrollment - All students must enroll in UO health insurance or apply for a waiver by submitting
their own health insurance policy through myUOhealth patient portal.
Insurance Claims - The Health Center bills students when they visit the UO Health Center. If you go
to a doctor or hospital off campus, show them your insurance card. If you are on your own health
insurance, you are responsible for filing your own claims
UO Health Insurance Office
Email: [email protected]
Phone: 541-346-2832
Fax: 541-346-6579
UO Insurance: see https://health.uoregon.edu/international-student-plan
Immunization Requirements (non-US Citizens
)
Oregon requires that all students show proof of the following vaccines:
• Measles, Mumps and Rubella (MMR)
• Varicella (chickenpox)
• Tetanus, Diphtheria and Pertussis (Tdap)
• Meningococcal Quadrivalent (Serogroups A, C
Healthy Campus/Community: Our Smoke-Free Campus
Smoking is not allowed anywhere on this campus. This includes cigarettes, E-
cigarettes (vaping) and tobacco. If you choose to smoke on the sidewalk outside of the
campus, please be sure that all cigarette butts are completely extinguished and picked
up so there is no trash left in any location.
https://health.uoregon.edu/quitnow
Health Center Services
The UO Health center offers many low-cost services including medical care, mental health care,
dental care, massage, acupuncture, pharmacy services and more. You can make an appointment
using the myUOHealth Portal
University Health Center
13
th
and Agate
Hours: Monday through Friday, 9:30 am – 4:30 pm
Saturday and Sunday, closed
541-346-2770
35
UO Student Records and Privacy Rights in the US
UO Policy:
IEP students have the right to keep their records and information private.
UO is committed to the privacy and security of our students. The UO Student Records Policy complies
with the Family Educational Rights and Privacy Act of 1974 (FERPA), which establishes students’ rights
and institutions’ responsibilities regarding the privacy of education records. See FERPA
http://registrar.uoregon.edu/records_privacy/.
Student Records
Access to student educational records is restricted through FERPA. If parents, sponsor universities, or
scholarship organizations require grade or progress reports, students must complete a release
waiver. Waivers are provided during orientation and are available at the AEI Admissions Office.
AEI student records are released to the UO Admissions office during the conditional admission
application and matriculation approval process.
Educational Records
Education records are those records directly related to a student and maintained by the university or
by a party acting for the university. Some examples are records of grades, coursework, records
indicating progress toward a degree, and student financial account records.
Midterm & Final Grades
IEP students receive midterm grade reports directly from their instructors. Final Grades can be seen
on Duckweb.
Parents’ Rights
Once a student has reached age eighteen or is attending the university, all privacy rights belong to
the student. Parent access to education records is limited to information classified as directory
information under the University Student Records Policy.
Public Directory Information
The following information is public information unless you request it to be private:
• Student’s full name
• Major or minor
• E-mail address(es)
• Dates of attendance
• Class level
• Cumulative credit hours
• Degrees, honors, or awards received
• Mailing and permanent address(es) and telephone number(s)
• The fact that the student is or has ever been enrolled
• Participation in officially recognized activities
• For graduate teaching fellows, status as a graduate teaching fellow and
teaching assignment
• Enrollment status (e.g., full-time, half-time or less than half-time)
36
UO Admissions
UO Policy:
International students admitted to UO must meet the English language proficiency
requirements.
University English Language Proficiency Requirements
Most American universities require a TOEFL or IELTS test score for admission. The UO accepts the
paper- based institutional TOEFL (PBT), the Internet-based international TOEFL (iBT) and the IELTS
test scores for admission. Information about registering for these tests is included in your
registration folder.
UO Admission Requirements:
1. Apply to the UO as an international student at
https://admissions.uoregon.edu/international/admissions.
2. Be in good academic standing in the IEP.
3. Complete level 6 in the IEP.
OR
3. *Submit verified score of PBT 500, iBT 61, or IELTS 6. The UO will not admit
conditionally admitted IEP students who do not pass their IEP classes. Students who are
disqualified from the AEI for academic and/or attendance reasons will also lose their
conditional admission to the UO.
What to do if you are conditionally admitted and you pass the TOEFL or IELTS
Conditionally admitted IEP students who receive a passing TOEFL or IELTS score must:
1. Submit your score report directly to the AEI Academic Advising office, Agate Hall 106.
2. An Academic Advisor will forward the report onto the UO Office of Admissions.
3. The UO Office of Admissions will verify your English proficiency score, which can take
12 weeks or longer.
4. The UO Office of Admissions will verify that you have passed your IEP core classes at
the end of the term prior to admission.
5. If your score is verified AND you passed your IEP classes, the UO Office of Admissions
will contact you about your admission status.
If you have questions about conditional admission, please see the AEI Admissions Office, Agate Hall 106
or email [email protected].
Academic English for International Students (AEIS) Classes
Undergraduate students who do not have the equivalent of 88 on the iBT or 7 on IELTS or who have
been admitted based on completing level 6 in the Intensive English Program, must take the AEIS
Placement test to determine if they need additional English support classes (AEIS courses) while they
are taking other UO classes. Students testing into AEIS, have one year to complete the additional
English language support classes (AEIS). See https://admissions.uoregon.edu/international/english-
proficiency
37
Accessible Education
Policy:
IEP students have the right to ask for support for any disability.
Accommodation is available for students with disabilities
The UO is dedicated to the principles of equal opportunity in education and accepts diversity as an
affirmation of individual identity within a welcoming community. Disability is recognized as an
aspect of diversity integral to the university and to society.
The AEI recognizes that people learn in different ways and may have learning challenges. We want to
make it possible for every student to be successful in classes. If there are ways we can help you succeed,
please feel free to meet with an Academic Advisor.
The AEI also works closely with the UO’s Accessible Education Center to provide comprehensive
assistance for students with disabilities. Some examples of reasonable accommodation are special
seating in the classroom, additional time to complete tests and/or other course work, or handouts
with large print.
Accessible Education Center
360 Oregon Hall
http://aec.uoregon.edu
Important!
If you need support, please visit an Academic Advisor, Agate Hall 106.
Religious Observances
Policy:
UO supports the rights IEP students who hold sincerely held religious beliefs to miss class in order to
observe the holiday.
Accommodation is available for students with sincere religious beliefs.
The University of Oregon respects the right of all students to observe their religious holidays, and
will make reasonable accommodations, upon request, for such observances. Read the complete
policy at registrar.uoregon.edu/calendars/religious-observances
This means:
• You may miss class in order to
observe a religious holiday.
• You are required to notify all
instructors in writing during
Week 1 of the term.
• You will be marked absent but,
you may make up any missed
work or tests.
• If you do not inform your
teachers, you will not be able
to make up work you miss.
The form shown can be picked up in the
Admissions and Advising Office in Agate 106.
38
ASUO Legal Services
UO Policy:
IEP students are expected to follow all U.S. and Oregon laws and have the right to UO legal
services if they need help.
ASUO Legal Services provides professional legal assistance to UO students on a variety of
legal topics.
• Landlord and tenant disputes
• Uncontested family law issues including divorce, separation,
annulment, child support, and parenting time
• Criminal and non-criminal offenses
• Traffic accidents resulting in personal injury and property damage
• Driver license and insurance problems
• Expungement of qualified arrest and conviction records
• Non-bankruptcy credit and debt issues
• Consumer issues
• Wills and power of attorney
• Employment including wage and hour issues
• Name changes
Advice or office visits are free for students currently registered at the University of Oregon. However, a
student may be responsible for any costs of court filing fees, process service, incident reports, medical
records, express mailings, or nominal document preparation or representation fees depending on the
nature of the case.
Anticipated costs will be reviewed with you before any action. A $5.00 fee will be charged if you do not
cancel your appointment 24 hours in advance or if you miss an appointment.
ASUO Legal Services - Driving Legally
The three most common traffic tickets for international students driving in Oregon are:
• No valid license - you must acquire an Oregon driving license
• Speeding - you must know and follow all traffic laws
• No insurance - you must have auto insurance
Oregon Driver’s License
You should get an Oregon driver license because:
1. You will learn the driving rules in this state that may be different from your home
country or other states;
2. You will be less likely to make driving errors, get fewer tickets and avoid accidents;
3. You will learn about liability insurance requirements; and
4. You will not have to worry about getting tickets for driving without a valid license.
39
Driving Legally, continued
Getting a Traffic Ticket
If you get a traffic ticket, call (541) 346-4273 to make an appointment with ASUO Legal Services.
Tickets for driving without a valid license
Bring proof of valid home country / international or temporary visitor’s license to your
appointment. An attorney will help you determine if your license is valid in Oregon.
Speeding tickets
International students sometimes violate the posted speed limits because of confusion over miles
per hour (MPH) versus kilometers per hour (KM/H).
Not understanding the difference between miles and kilometers is not an excuse. You will still
get a ticket but UO Legal Services may be able to help you get a smaller fine.
Table of conversions for common speed zones in
Oregon:
Miles
per hour
Kilometers
per hour
Places
Rules to follow
10
16
• Get an Oregon Driver’s License
• Buy car insurance
• Drive safely
• Drive slowly
• Drive Respectfully
• Know all the laws
• Use a seatbelt
• Do not use a mobile devices while
driving
• Never drive after drinking alcohol
15
24
UO Campus streets
20
32
School zones and downtown
streets
25
40
Neighborhoods
30
48
Residential Streets
35
56
Rural town centers
40
64
45
72
Rural towns outside
50
80
55
88
Smaller highways
60
95
65
104
Interstates (I-5) Oregon
70
112
Interstates (1-5) Washington
40
DuckWeb, UO Email, Canvas, Zoom
UO Policy:
IEP students are expected to check their email and Canvas sites daily.
UO ID # (Your 95 Number)
Your UO ID is a 9-digit number you will use to log into Duckweb. It is often called your 95 number
(95*******). You will keep this number the entire time you are a student at the UO. If you lose your
ID, get a replacement ID card at the EMU Card Office.
DuckWeb
Duckweb is the student account information system for UO students.
Use your UO ID # and your 6-digit Personal Access Code (see below) to access your DuckWeb
account. Access your DuckWeb account at duckweb.uoregon.edu
• Sign the revolving charge agreement
• Change your preferred name (nick name)
• Sign up for UO alerts
• Apply for residence halls (dorms)
• Register for UO classes after AEI
• View and pay tuition, fees, and UO charges.
Personal Access Code (PAC)
Your PAC is a 6-digit password that you use only to access DuckWeb.
UO email
UO e-mail is your official e-mail for communicating with instructors, advisors, and campus
programs. Check your UO Email every day. Access your email at uomail.uoregon.edu.
Canvas
Canvas is the online learning management system at the University of Oregon. Your instructors use
Canvas to give you homework, readings, videos, class notes, and feedback. Make sure to check
Canvas every day. To access Canvas, go to canvas.uoregon.edu/ and enter your DuckID and your
password.
DuckID
Your DuckID is the first part of your email address, DuckID@uoregon.edu. Your DuckID is your
username for UO webmail and the campus Wi-Fi network “UO Secure.” Use your Duck ID to log
into email and Canvas.
Claim your DuckID at duckid.uoregon.edu
Password
Use the password of your DuckID when you log into campus Wi-Fi called “UO Secure”, webmail, and
Canvas. You must change your password every 6 months. Reset your password at
duckid.uoregon.edu
Wifi
Use the Wifi network called “UO Secure.” To access the secure Wifi system, enter your DuckID and
your password.
Zoom
Zoom is used for most remote meetings and classes. Teachers and Conversation Partners will send
you links for meetings. To join, click on the link and log in with your Duck ID and password.
41
Technology Troubleshooting
DuckWeb and PAC problems
If you forgot your PAC or you get error messages when you try to log into DuckWeb, please contact
the Registrar’s Office. You must visit or call the office. They will not give help by email.
Office of the Registrar
2nd floor Oregon Hall
541-346-2935.
Email and Canvas problems
If you have difficulty with your email or with Canvas, you can get help at the Technology Help Desk
through UO Libraries.
Knight Technology Help Desk
1st Floor South, Knight Library
541-346-1807
https://library.uoregon.edu/library-technology-services/help
Technology and Computer problems
If you are having technology problems, you can visit, call or message the Technology Service Desk.
068 Prince Lucien Campbell Hall (PLC) basement
(541) 346-HELP (4357)
https://service.uoregon.edu/TDClient/Home/
42
AEI Host Student Handbook
Welcome to the AEI Homestay Program!
Living with a family gives you the chance to learn about American culture and to share your
country’s culture with your family. It also gives you an excellent opportunity to practice listening
and speaking the English language.
About your host family
C
ultural differences
You will notice many cultural differences between your country and the United States. These
differences will make your homestay experience interesting, sometimes confusing, but frequently
enjoyable.
Since you have chosen a homestay placement because you want to experience the U.S. family lifestyle,
you need to expect a different way of doing things. It is easy to misinterpret a situation and think that it
is bad or insulting when it is different than what you are used to.
If you don’t understand what you see or hear or feel, ask your host family or the Homestay Program
coordinator.
How American host families are different from each other
There is no
typical
American family. Families are very diverse. They have different family traditions and
customs. They are from many different racial and ethnic groups. Their religious beliefs are not all the
same. Some students are surprised because American families are so different from each other:
• Some families live in houses, and some live in apartments.
• Some families speak two languages at home, and some have accents.
• Some families have children, some do not.
• Some families are married, and some are single.
• Some families are retired, some are young, and some are middle-aged.
• Some families are two-parent families, and some are single-parent families.
• Sometimes a grandparent or other relative lives in the home.
• Often both the mother and the father work outside the home.
• Most families treat their pets like members of the family.
How American host families are alike
Everyone in your host family is very interested in you and wants to become your friend. They want to get
to know you and your culture. They like you to ask them questions about the United States, their family,
politics, and the English language. They may ask some stereotypical questions, and you may do the same.
These are not bad questions or uninformed questions, but they are honest. This is a chance to learn and
share in a non-judgmental way.
Your host family might seem quite informal to you. This does not indicate a lack of respect for you. They
want you to be comfortable in their home, just as you are comfortable in your own home. Generally,
they will treat you like a member of the family and not a special guest.
43
Most U.S. families are very busy with work, school, church, and social activities. They will often invite you
to join them, which you can if you like. Their being busy doesn’t mean that they don’t care about you.
Costs
Frequently asked Questions
How much does homestay cost?
Your homestay costs $700 month. When you live with a host family, it is similar to renting an
apartment. You must also pay when you go away for the weekend or a vacation.
For a part of a month, you will pay $25 a day. For example, if you arrive on January 10, you will pay $525
for January.
When and how should I pay?
You pay on the first of each month directly to your host family. You may pay with a personal check,
traveler’s check or cash. Do not pay for the whole term at the beginning of the term.
What does my payment cover and what am I responsible for?
Your payment covers:
• Your room
• Breakfast
• Dinner six nights per week
• Weekend lunches
You are responsible for:
• Lunch
• Dinner one night a week
• Personal items: shampoo, toothpaste, special snacks/drinks, etc.
• School supplies
• Spending money
Can I change my family or move out?
It is very hard to match students and families. You have agreed to live with your host family for one
term. If there are problems, the Homestay Program coordinator can help you find a solution.
If you decide to move out before the end of the term, you may be required to pay a cancellation fee of
$300.
44
Some General Host Family Rules
Communication when you will be late
Always let your host family know where you are. If you are going to be late, call or text and tell them
when you will be home.
Make a practice telephone call to your host family and leave a message. Play the message together. Can
they understand it? Can you?
Smoking
Do not smoke in your host family’s house. Most Americans do not allow people to smoke in their homes.
This includes your bedroom.
Drinking alcohol
You must be at least twenty-one years old to drink alcoholic beverages in Oregon. Please do not ask your
host family to serve you alcoholic beverages or buy them for you if you are not twenty-one years of age.
Host family’s car
Do not ask to drive your host family’s car. Driving rules are different here, and there are also insurance
laws that restrict who can drive the family automobile.
Cleaning
Keep your own bedroom clean. Clean up after yourself in the bathroom. For example, if you splash
water, wipe it up.
In most homes you will be expected to do your own laundry. Ask your family how to operate the
washer and dryer. If your family goes to the laundromat, they will show you how to use the
machines.
Paying for entertainment
There will be times when your family may invite you to go to a restaurant, the movies, a concert, or
skiing. These activities cost money, so do not assume that your host family will pay for these.
In American culture, people usually pay for their own entertainment even when one person invites
another. If your host does offer to pay, it is polite to pay for some part of the entertainment. For
example, if your family pays for your meal in a restaurant, you might want to leave the tip.
Being hot or cold in the house
In the winter, American families sometimes keep their homes cooler than you might be used to. If you
are cold, ask your host family to turn up the heat in your room, or ask for more blankets for your bed.
If you get hot during the summer, ask your host family for a fan, or how to open window in your room.
45
Food
Your family will ask you what you like and dislike, and they will likely take you shopping. Be honest, but
also be open to trying new foods. Many similar foods taste different here because of the type (apples, for
example, have many, many varieties) or the way it’s prepared.
Your host family will provide food for breakfast daily which you can prepare, food for lunch on
weekends, and a home-cooked dinner six nights a week.
If you are still hungry after a meal, ask your host family for more food. If your host family offers you
more food and you decline, they will probably put the food away.
It is also very common for American families to serve and eat food that was not eaten at a
previous meal. This food is called “leftovers.”
Showers and Hot Water
Water-heating tanks in most homes are small, and the water can be used up quickly. Limit the
time you spend in the shower so that the next person doesn’t have a cold shower.
Your friends and your host family
Most families want to meet your friends and are happy if they come to visit. Always ask two or three
days in advance if you want to invite a friend to eat dinner or take part in a family activity.
Do not invite a person of the opposite sex to stay overnight with you in your host family’s home.
Things your host family would appreciate
To learn more about you and your culture, your host family would like you to:
• show them pictures and a map of your country
• show them photographs of your family and tell them about your family if you are comfortable
doing that.
• play music from your country or teach them a song in your language
• tell them what you like and don’t like to eat
• discuss similarities and differences between U.S. culture and your culture
• prepare, or help them prepare, a meal that is usually served in your country
• ask questions about things you find curious, puzzling, or fascinating; Americans really like
questions from international students
• ask them to repeat what they said, or help you when you don’t understand something
Join in your host family’s activities as often as you can when they invite you to join them.
