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We conduct several exchange visitor programs of varying length throughout the year. Can we use this plan to cover all of these programs?
Yes. All exchange visitors can be covered with one application.
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When does coverage become effective and for how long?
For the sponsoring organization, the Effective Date of participation in this plan of insurance is the date notice of acceptance is issued. The Plan is then effective for an annual term and can be renewed each year until cancelled.
The Effective Date of insurance for the eligible person/exchange visitor is the date his/her program starts. Coverage continues until the participant's program is completed as long as the sponsor maintains its annual coverage.
Example: ABC Institute participates in the Gateway Global Reach plan effective June 1 and renews each annual term while coverage is needed. ABC's exchange visitors arrive various times during each annual term (June 1 to June 1); some are in 3-month programs, others in 12-18 month programs, and so on. ABC is assured that all exchange visitors are covered for the duration of their program because the master coverage is in place each year.
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We are unsure of the exact number of Exchange Visitors for the next twelve months. Last year we had 120 participants and expect that many this year. How do we know what rate applies?
Select the column from the rate chart that most closely represents the number of Exchange Visitors expected during the coming year.
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Do we need to include dependents in our estimate?
No. Dependents are not counted in the number of persons to be insured. They are automatically covered, however.
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Can you provide individual billing to participants for this coverage?
No. Elimination of individual eligibility underwriting, processing and billing keeps rates low.
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Who pays for this insurance?
The sponsoring organization is billed annually for the required premium. The per person cost can be borne by the institution or passed to the Exchange Visitor.
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If we estimate 25 Exchange Visitors for coverage, and during the year our number increases to 30, what do we do to make sure all are covered?
No action required, except to distribute the insurance documents — the additions are covered. At the renewal, adjust the number requiring coverage at any time during the next 12 months. It could be 30, or if some exchange visitors departed during the prior term, the total number may remain at 25. Rating is based on volume ranges and the expectation that some persons will be covered for a full year, and some less than a year depending on the length of their program and J-visa status.
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Once coverage is effective, what do we need to do?
Distribute the Plan Description and ID Card to each eligible person. We furnish supplies for you to have on hand.
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Can we use this insurance plan for our international students, such as F or M visa status students?
Yes. Persons in F or M visa status can be included in the overall program. Coverage would be in effect while the individual is in academic status.
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What is the process when benefits under the plan are needed?
The Insured Person, family member, or sponsor contacts the assistance services provider (AIGAssist), whose skilled representatives will make all arrangements, consult with family members, etc. in the process. There is no cost outlay for the Insured Person when this process is followed.
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We offer many programs with different start dates—some very short, others up to a semester. Can we use Gateway Global Reach to cover all programs?
Yes. Use one Application Form for all programs, or submit a separate form for each.
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How do we enroll participants?
Send us a list of names in each study abroad program as soon as possible, closest to the start date of the respective program.
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What is the cost?
Cost is based on length of program and number of participants - see rate chart. Cost can also be affected by the total number of people insured in all programs over a 12-month period. For example, ABC College sponsors 20 programs per year, approximate participants will total 275. ABC College can use Band 2 rates for all programs throughout the year.
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Who pays for this insurance?
Usually, the participant. By including this low cost insurance in the program fees, coverage is guaranteed for all participants. Or, it can be included as an option. An invoice is sent to the university/college/sponsor.
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Can you provide individual billing per student for this coverage?
No. Eliminating individual underwriting, processing and billing keeps the rates low.
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We want all participants to have coverage, but we don't want to mandate a specific insurance plan. Can we still use Gateway Global Reach?
Yes. The process for administering remains the same. Remember, Gateway Global Reach is only offered for group coverage.
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Is medical coverage offered?
Yes. Gateway Global Reach includes optional Medical Expense coverage which can be selected by anyone who needs it, or included for all.
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Is coverage for sports injuries included?
Yes. For Medical Evacuation and Repatriation of Remains, coverage is included except for professional sports.
Under the Medical Expense coverage (optional), limitations for sports-related injury/illness apply. Contact the Administrator if broader coverage is required.
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Once the groups are insured, what do we need to do?
Distribute a Plan Description and ID card to each participant. We furnish all the materials you need.
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