信息公开

一、事项内容

适用于统招且档案在kaiyun网页版登录入口的全日制国新院本科生、国新院专项及派驻至国新院的研究生（以上均含学历教育来华留学生）（以下简称“国新院学生”）在国新院期间的因公出国（境）交流活动，包括校级或院级的交换学习、联合培养、短期交流、寒暑期学校、科研实习、科技竞赛等各类项目。

二、办理时长

原则上请至少提前1个月提出申请。

三、办理流程

序号	步骤	具体内容
1	获得邀请函	邀请信要求： 1、邀请信（非英文邀请信需附翻译件） 2、每个境外拟访问单位均须提供邀请信 3、邀请信必须从访问目的国本土发出，驻华办事处或驻华分支机构发出的无效 4、邀请信需明确包含： ·出访人姓名，出访时间，出访地点，出访事由、工作内容和目的 ·费用来源。由邀请方资助的，需明确资助范围或具体金额。外方全额资助境外费用的，须落实邀请方是否承担境外意外和医疗保险费用 ·需打印在邀请单位信函纸上，需注明邀请人的单位、职务、职称、联系方式（电话、邮箱、传真至少一种），并带有邀请人亲笔签名
2	院内申报/请假（落实经费）	情形一：国新院学生使用国新院账上经费出访的（须进行本部批件申请及院内学生因公出国（境）任务申报） 方式①，通过中法钉【工作台-学生因公出国（境）任务申报】，经费来源申请使用所在课题组的横、纵向科研收入经费，流程审批通过后，国合办将出具“承担经费说明”用于本部批件申报（点此查看批件申请流程，需登录北航内网查看） 注意： - 学生须为申请使用的横、纵向科研经费的课题组成员 - 使用横、纵向科研经费，需在附件真实、完整上传项目预算书或合同中与国际交流合作有关的所有信息 - 在杭报销时，批件中的费用来源须体现北航国新院 方式②，按照学生工作部、教务部出台的学生因公出国（境）相关资助政策进行经费申请，并进行中法钉【工作台-学生因公出国（境）任务申报】和本部批件申请（点此查看批件申请流程，需登录北航内网查看）
		情形二：国新院学生不使用国新院账上经费出访的 应按照学生工作部要求办理学生请销假流程，并进行本部批件申请，无需进行院内学生因公出国（境）任务申报）
		情形三：国新院学生参加校级、院级学位项目以及由国新院组织的学生短期出访项目的 应进行中法钉【工作台-学生因公出国（境）任务申报】，并进行本部批件申请（点此查看批件申请流程，需登录北航内网查看）
3	行前教育	若无《北航出国（境）国家安全行前教育培训证书》或证书已过有效期（一年），需接受国家安全行前教育。 【北京办理】 时间：每周三下午2:30-3:30、3:30-4:30、4:30-5:30，节假日除外 地点：学院路校区安全教育体验馆(学生3公寓东北入口)；沙河校区沙河西区学生5公寓B1层104室(5-B104胸怀空间) 预约方式： 1.kaiyun网页版登录入口小程序：应用--生活服务--出国(境)国家安全行前教育培训 2.网上办事大厅（网页版）：首页--生活服务--出国(境)国家安全行前教育培训 3.智慧北航APP：办公平台+生活服务--出国(境)国家安全行前教育培训 4.北航APP：工作台--生活服务--出国(境)国家安全行前教育培训 （具体时间、地点请以保卫处网站通知为准） 【杭州办理】中法钉联系王怡然老师预约在杭办理出国（境）行前教育
4	申办批件	向北航本部申办因公出国（境）批件（点此查看批件申请流程，需登录北航内网查看） 若使用国新院账上经费出访的，在本部系统中，经费来源请务必选择：北航国新院账上经费
5	获得批件	获得批件后，通过中法钉【工作台-学生因公出国（境）任务申报】上传批件与申报表
6	签证申请	学生因公出国（境）原则上持普通护照，并按照出访任务及出入境要求，自行办理相应类型的签证
7	行前准备	1、进行出访任务准备，记录应急联系方式（见下方“常见问题”） 2、购买境外保险，并通过中法钉【工作台-学生因公出国（境）任务申报】上传保单，须满足以下要求： 须包括意外险和医疗险，覆盖行程日期，覆盖到最后一天的00:00，若申根签证需体现“申根+国家”）
按照获批行程执行在外任务，期间做好每日记录
8	回国总结	1、完成本部系统回国总结，并通过中法钉【工作台-学生因公出国（境）任务申报】上传回国总结及出访证明扫描件 2、完成回访（回国后尽快至行政中心5049办理）

四、常见问题

1.获得批件后，如果我的出访行程有变更，需要经过怎样的报备流程？ 请严格按照已批准行程执行任务，如果有取消出访，变更出入境航班、出访日程、出访城市、在外天数、离抵境口岸城市、转机城市等情况，请务必提前向国新院国际合作办公室及北航本部报批；因故取消出访须提供相应情况说明。

2.如果多个人执行同一个任务，可以分别申办批件吗？ 任务相同、日程安排相同的团组，作为一个团组进行申报。

3.实际出访天数如何计算？ 请注意，离境与抵境当天均计入出访总天数。

4.经费使用方面有什么注意事项？

学生享受学生工作部、教务部出台的学生因公出国（境）相关资助政策出国（境）的，经费使用标准按照相关资助政策执行。学生使用所在课题组的横、纵向科研收入经费出国（境）的，参照教职工开支标准执行，且应同时符合项目管理部门的经费管理规定。

请注意，凡邀请方以现金或实物形式提供国际旅费、住宿费、伙食费和公杂费等费用的，不再报销或领取相应费用。不得核销与因公出国（境）任务无关的开支。

请注意，经费审批、出国审批均为事前审批，不得后补流程。

5.对于航班选择有什么注意事项吗？

国际段航班须优先选择国内航司。

6.在外期间如遇紧急情况，如何处理？

出访团组在国外应接受我国驻当地使（领）馆的指导和监督,遇到重要问题要及时汇报。必要时要向我国驻当地使（领）馆报告；因公出国（境）学生在外期间须与派出单位（所在平台/学院）保持联系，如遇到重要问题、突发事件等要及时向派出单位汇报。

请务必在出访前记录好以下联系方式：

- 外交部全球领事保护与服务应急热线（24小时）：+86-10-12308/+86-10-65612308 - 辅导员、班主任、紧急联系人（亲属）、本团组团长的电话 - 我国驻目的国使馆与我国驻访问城市所在领区的领事保护与协助电话

五、注意事项

1.学生因公出国（境）任务必须基于学校人才培养、开云体育中国官方及文化交流等工作的实质性需要，目的明确、内容充实。

2.学生出访前必须获得北航本部因公出国（境）批件后方可出访。

3.出访团组应做好行前准备，对出访目的应认真研究、精心准备，对所访问国家和地区的基本情况、法律法规、双边关系、安全形势要有充分的了解，以保证出访顺利并确有成效。

4.严格执行已批准的出访方案，不得擅自延长在国（境）外停留时间，不得擅自增加出访城市或国家。严禁以各种名义前往未报批的国家（地区），包括未报批的“申根国家”和互免签证国家。

5.出访人员在外应遵守我国法律法规和所在国家和地区法律法规，维护国家和学校利益，不做有损国家和学校声誉的事情。

6.出访团组和人员应按照学校、杭州市及国新院要求办理回国后相关手续。

六、联系方式

【院内出国（境）申报相关问题】

联系电话：0571-28881098，徐老师/王老师

办公地点：行政中心5049办公室

【北航本部申办因公出国（境）批件相关问题】

联系电话：010-82338553，吕老师；010-82338258，孟老师

I. Content

This guideline applies to students who are formally enrolled and whose student records are registered at Beihang University, including full-time undergraduate students of H3I and graduate students enrolled in H3I full-time programs or assigned to H3I (all of whom include international students enrolled in degree programs), making official travel overseas undertaken during their study at H3I (including university-level or school/institute-level exchange programs, joint-degree programs, short-term exchanges, summer/winter schools, research internships, and participation in academic or scientific competitions.

II. Time

In principle, the application process is expected to start at least 1 months in advance.

III. Process

No.	Item	Content
1	Getting the letter of invitation	1. Invitation letter and its Chinese translation ifthe letter is not in English 2. Invitation letter is required for eachorganization to be visited 3. The invitation letter must be issued from the countryof destination. Invitation letters issued by the representative office orbranch in China will not be accepted 4. The invitation letter must include: · Name of the person going abroad, time and durationof the visit, city of destination, main tasks, work and purpose of the visit · Source of funding. If the expenses are funded bythe inviting party, the items being funded or the specific amount of thefunding should be specified in the letter. If the expenses are fully fundedby the inviting party, it is necessary to confirm whether the inviting partywill bear the overseas accident and medical insurance expenses 5. The invitation letter should be printed on theinvitation letter paper, indicating the inviter's affiliation, position,title, and contact information (Tel/ Email/ Tax), and signed by the inviter
2	Application with H3I (funding/approval/leave)	Type A: Students whose visit is funded by funds on H3I’saccount (which requires both the Approval Paper application and theapplication with H3I) Path①: Submit theapplication on DingTalk via “工作台-学生因公出国（境）任务申报” and request the use of horizontal orvertical research funds of the student's research group. After approval, theInternational Cooperation Office will issue a “Funding Commitment Letter” forthe Approval Paper application (Click for the flowchart, accessible viauniversity intranet). Notes: - Students must bemembers of the research group whose horizontal or vertical research fundsthey intend to use. - When usinghorizontal or vertical research funds, all information in the project budgetor contract related to international exchange and collaboration must beuploaded truthfully and completely as attachments. - When seekingreimbursement in Hangzhou, the funding source indicated in the approval papermust explicitly state that the travel is funded by H3I Path②: Apply for funding offered by the StudentAffairs Office (学生工作部) and the TeachingAffairs Office (教务部), and completeboth the DingTalk submission (“工作台-学生因公出国（境）任务申报”) and the Approval Paper application (Click for the flowchart, accessible viauniversity intranet).
		Type B: Students whose visit is not funded by funds onH3I’s account Students mustfollow the leave request procedures required by the Student Affairs Office(学生工作部) and submit theuniversity-level approval paper application; the H3I-level Student OfficialTravel submission is not required.
		Type C: H3I students participating in university-levelor school-level degree programs, or short-term overseas programs organized byH3I Students mustcomplete the DingTalk submission (“工作台-学生因公出国（境）任务申报”) and submit the ApprovalPaper application (Click for the flowchart, accessible viauniversity intranet).
3	Approval Paper Application	submit the ApprovalPaper application (Click for the flowchart, accessible viauniversityintranet). If the visit is funded by funds on H3I’s account, be sureto choose “杭州国新院账上经费/Fundsfrom Hangzhou International Innovation Institute” in the application system.
4	Obtaining the Approval Paper	After obtainingthe approval paper, upload both the Approval Paper and the submission formthrough DingTalk (“工作台-学生因公出国（境）任务申报”).
5	Visa Application	Studentsundertaking official overseas travel should use an ordinary passport inprinciple and apply for the appropriate visa based on the type of the visitand entry/exit requirements by themselves.
6	Preparation	1. Prepare for the visit tasks and note downemergency contacts (see “Frequently Asked Questions” below). 2. Purchase overseas insurance that meets thefollowing requirements and upload the policy via DingTalk (“工作台-学生因公出国（境）任务申报”): ž The insurance should cover the travel dates, and be valid until00:00 on the last day of the trip ž Include accident insurance and medical insurance ž For a Schengen visa, the policy should indicate "Schengen +country"
Carry out the mission according to the approved itinerary and keepdaily records
7	Summary Forms	Complete thesummary forms in the Approval Paper application system and upload both thesummary and the scanned proof of visit (出访证明) via DingTalk (“工作台-学生因公出国（境）任务申报”).

IV. FAQs

1.After obtaining the approval paper, if there are changes to my itinerary, what should I do? Please strictly carry out the tasks according to the approved itinerary. If there are any changes, such as cancellation of the visit, adjustments to entry or exit flights, visit schedules, cities to be visited, number of days abroad, ports of departure or arrival, or transit cities, the changes must be reported and approved in advance to both the International Cooperation Office of H3I and the university International Relations Department for approval. If the visit is canceled due to unforeseen circumstances, a corresponding explanation must be provided.

2.If multiple people will travel for the same task, can they apply for approval separately?

Groups with the same task and identical schedules should apply as a group.

3.How are the actual days of the visit calculated?

Please note that both the day of departure from and arrival in China are counted as days of the visit.

4.If you use funds from organizations other than the H3I, are there any specific requirements?

For trips funded by the Student Affairs Office (学生工作部) and the Teaching Affairs Office (教务部), the funding standards follow the corresponding policy requirements of the above-mentioned offices. For students using the horizontal or vertical research funds of their research groups, the funding standards follow those applicable to faculty members and must also comply with the financial regulations of the project managing authority.

Please note that any international travel, accommodation, meal or miscellaneous expenses provided in cash or in kind by the inviting organization may not be reimbursed or claimed again, and expenses unrelated to the official overseas task may not be reimbursed.

Please be advised that both the funding approval and overseas travel approval are pre-event procedures and must not be retroactively completed.

5.Are there any precautions for choosing an airline?

Chinese airlines should be given priority for the outbound and inbound connections.

6.What should be done in case of an emergency during your stay abroad?

In case of emergencies abroad, students must follow the guidance and supervision of the Chinese embassy or consulate in the destination country/city. Major issues must be reported promptly to the embassy or consulate when necessary. Students undertaking official overseas tasks must maintain close contact with their home unit (platform or school) and report any major incidents or emergencies immediately.

Before departure, students must record the following emergency contact information:

•24-hour Ministry of Foreign Affairs Global Consular Protection and Service Hotline: +86-10-12308 / +86-10-65612308

•Contact information of the counselor, class advisor, emergency family contact, and group leader•Contact information for consular protection and assistance at the Chinese embassy/ consulate in the destination country/ the consular district of the city to be visited

V. Notes

1.Official overseas tasks must be based on substantive needs related to talent training, scientific research, or cultural exchange, with clear purposes and concrete content.

2.Students must obtain the Approval Paper before departure.

3.The approved itinerary must be strictly followed. Students may not extend the stay abroad, add additional cities or countries, or visit any destination that has not been approved, including unapproved Schengen countries or countries with visa waiver arrangements.

4.Students must comply with the laws and regulations of China and of the destination country or region, safeguard national and institutional interests, and refrain from any actions that may damage the reputation of the country or of the university.

5.Upon returning to China, students must complete all required post-return procedures in accordance with the requirements of the university, Hangzhou municipal authorities, and H3I.

VI. Contact Information

For H3I-level application inquiries:

TEL.: 0571-28881098, Ms. XU & Ms. WANG

Office: Room 5049, Administrative Center

For university-level Approval Paper inquiries:

TEL.: 010-82338553, Ms. LYU / 010-82338258, Ms. MENG