To: Students and Host Families
RE: Insurance Information, ID Cards, and Accessing Student Documents
Dear Student and Host Family,
Please review the enclosed information carefully. You will find:
• details on how to access student insurance and application information online;
• an outline of important insurance guidelines
In case of an emergency, the ETC main office can be reached by calling 1-877-222-9803. We are also available to help you with insurance questions or needs. Even if the student has contacted the natural parents, it is imperative that you please alert your LC if your student breaks a bone or visits the hospital so we can inform our overseas partners and help facilitate the claim. If a replacement card is needed, please contact us as soon as possible.
Host families should never pay for student deductibles or medical care. If you receive a bill, please forward it to your LC, and the main office at joswald@edutrav.org. Students must confirm all medical claims have been filed before returning to their home country. Host families should never sign any documents regarding medical payment responsibilities, especially ones that infer they are responsible for all medical fees. If a clinic or hospital requires this signature to treat the student, please contact ETC.
Thank you for taking the exciting step of hosting an exchange student, or, if you are a student, we welcome you to being an ETC participant!
Sincerely,
Jocelyn Oswald Program Manager
To the Student: Welcome and ID/Insurance Cards
Welcome to being an ETC participant! Your ETC ID card was listed at the bottom of your placement confirmation form (PCF), which was provided to you by your agency in your home country and can also be found in your Host Family ZAPP account. This card has a lot of very valuable information on it, which will allow you to always get in touch with someone at ETC if needed. If you did not receive the printed ETC ID card from your agency in your home country or were not able to print it out, it is very important that you print out your ID card right away. If you are not able to locate your ID card in your Zapp account, please inform your LC. You must keep the printed ID card with you (in your wallet) at all times as the card contains very important contact information for your host family, LC, and other numbers to call in case of an emergency. The ID card also includes your insurance information.
Please remember that the first bit of time in the US with your host family can be exciting and sometimes challenging as you get accustomed to a new culture, family and way of life. Be sure to remember that as a Student Ambassador, your responsibility is to teach each host family member about your country, and to do your best to ensure a positive, memorable experience. You may be the only person from your country your host family members will ever meet! If you have further questions, please don’t hesitate to contact your local coordinator, field manager, or regional manager. We hope you have a wonderful program and enjoy school once it starts.
To the Host Family: Accessing Your Student’s Application, Medical Release Form, and Insurance Policy
You will be able to access your student’s information online. This includes their passport copy, vaccination charts, medical records, full application, insurance information, and medical guardianship release forms. The medical release form gives you, as host parents, the right to have your student treated. Please print this form so that it is readily available in case of an emergency.
How to access your student’s online application, medical release form, and insurance information:
1. Go to Zapp (www.gozapp.com). Click on “Login” in the upper right hand corner. Sign in using the login information used to work on your host family application. Under “Students You are Hosting (be sure to select the correct year), click on your student’s name. The student’s full application will come up in a new window.
2. The medical release form can be found under “14-“Statement of Guardianship”.
3. A digital copy of the insurance card, as well as insurance policy information, can be found under “16 – Passport/ELTiS/Insurance” as well as in you Zapp landing page.
For Students and Host Families: Insurance Information and Guidelines
Coverage is NOT provided for any Injury or Illness sustained while taking part in:
• Mountaineering, climbing or trekking activities where specialized climbing equipment, ropes or guides are normally or reasonably should have been used (rock climbing), Abseiling (rappelling), Canyoning (crossing canyons with ropes), Caving, Spelunking
• Amateur or Professional Athletics (not including interscholastic or club sports)
• Aviation (except when traveling solely as a passenger in a commercial aircraft)
• Snow skiing and snowboarding except for recreational downhill and/or cross country snow skiing or snowboarding (no coverage provided while skiing / boarding in violation of applicable rules, laws, rules or regulations; away from prepared and marked in-bound territories; and/or against the advice of the local ski school or local authoritative body) ETC strongly recommends use of helmets while students are downhill skiing or snowboarding. If a student would like to ski or board without a helmet, it’s best to have agreement from the natural parents in writing.
• Motocross or BMX
• High diving, sky diving, base jumping, bungee jumping, hang gliding, parachuting, paragliding, parascending, parasailing
• Heli–skiing, ski jumping, luge, bobsledding
• Hot air ballooning
• In-line skating without the use of proper helmet and pads equipment
• Students must wear a bike or skateboard helmet per state or local law. If they do not, insurance will not pay for injuries.
• Jet skiing, water skiing
• Kayaking
• Rodeo
• Snowmobiling
• Surfing and wind surfing
• Whitewater rafting
• Racing of any kind including by horse, motor vehicle (of any type) or motorcycle
• Riding on a motorcycle or motor scooter
• Scuba diving
• Snorkeling or other subaquatic pursuits involving underwater breathing apparatus
• Practice or training in preparation for any excluded activity which results in injury will be considered as activity while taking part in such activity.
• Spelunking
Any Illness or Injury sustained while participating in any sporting, recreational or adventure activity where such activity is undertaken against the advice or direction of any local authority or any qualified instructor or contrary to the rules, recommendations and procedures of a recognized governing body for the sport or activity will not be covered.
For all students EXCEPT those from Argentina, Germany, France (Terre des Langues only), The Netherlands, Paraguay, Spain (Ieduex only) and students with STS:
Always use www.esecutive.com/myinsurance to find an in- network provider. If seeing an out-ofnetwork provider, students will need to pay with a valid Visa or MasterCard and get reimbursed (6 to 8 weeks) by submitting the claim form to the insurance. Students should always know how much money is available to them for emergency purposes. By looking up the network shortly after the students arrival in the home, you can have a list of providers at hand should the need arise. Students must pay for all prescriptions and submit a claim to the insurance for reimbursement. Students are responsible for a $50 co-payment per illness/injury. Any Emergency Room visit for an illness that does not require overnight hospitalization will require a $350-deductible paid by the student (accidents, i.e. broken bones, do not need a $350 deductible). This $350 deductible does not apply to Urgent Care visits. For emergency medical situations a student should always go to the ER, but should be prepared with a valid Visa or MasterCard to pay the deductible if not admitted. Emergency Room visits for injuries are covered without exception, but you must contact the insurance and ETC as soon as possible.
For all students from Argentina, Germany, France (Terre des Langues only), The Netherlands, Paraguay, Spain (Ieduex only), and students with STS.
The student’s insurance policy and information will have been provided to the student prior to departure from their sending agency. Please refer to the information provided by the student’s sending organization, or refer to the student’s insurance information available online through Zapp. The ETC Main Office is always available at 1-877-222-9803 to help with your insurance questions or needs. Students must pay for all prescriptions and submit a claim to the insurance for reimbursement.