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How to plan your trip

Travelling to China to carry out activities within the framework of SDC should be viewed as any other travel activity carried out by employees at the Danish universities. This means that you are responsible for your travel arrangements, which include:


• Applying for visa

• Booking airline tickets and other transportation

• Booking hotel


For more extensive information of relevance to your stay in China, please see “Going to China” on Moodle.

If you have not registered at Moodle, please see the guidelines about how to register.

Travel expenses

Please note that settlement of travel expenses must be made with your own university. SDC will subsequently reimburse your university in accordance with the compensation structure. Consequently, there are no financial transactions between you and SDC.

You find the compensation structure here.


Travelling with research equipment

If you need to bring any kind of scientific equipment, research material etc. to China, make sure you meet the requirements of the customs laws of China.

If you fail to declare goods, you risk a penalty and to have the equipment/material confiscated.

Applying for a Visa

Travelling to China requires a visa. You must apply for a visa at the Chinese Visa Application Service Center in Copenhagen and all relevant information regarding the application process is found on their website.


Normally, researchers and teachers should apply for an F visa (exchanges, visits, study tours and other activities).

One of the requirements for obtaining an F visa is an invitation letter, which is issued by the Danish SDC Office.


Note: Teachers and researchers who plan to stay in China for more than 90 days must apply for a permanent residence permit and an X visa.


If you have any questions regarding the visa application process, please contact the Chinese Visa Application Service Center.

Show up in person

The Chinese Visa Application Service Center in Copenhagen will collect fingerprints from all applicants on behalf of the Embassy of the People’s Republic of China in Denmark in accordance with Chinese laws and regulations.

This means that you will have to show up in person at the center in Copenhagen in order to get the application process underway. If you have already submitted your fingerprints make sure to check the validity with the Chinese Visa Application Service Center. The same applies if you have been issued a new passport.

Invitation letter

Before applying for an F-visa for China you need to acquire an invitation letter. We recommend that your request for an invitation letter is send in due time prior to your trip to China.

An invitation letter is obtained via the Danish SDC Office in Aarhus. Please send an email with the topic “Invitation letter” to contact@sdc.university.

The email must include:

• Full name (as it appears in your passport)

• Passport no. 

• Date of birth (DD.MM.YYYY)

• Expected arrival and departure date(s) for your stay(s) in China

Information security

As an employee at the Danish universities, you need to think about information security when travelling – especially to high-risk countries. When you travel within the framework of SDC you must adhere to your home university’s travel policy.


Here, you should find a number of recommendations and rules for example in relation to IT security (change of passwords, use of Bluetooth, 2-factor authentication, secure connections like VPN etc.).

Accommodation on or near campus

SDC Building Apartments

SDC hosts 20 modern hotel-apartments on the 5th floor of the SDC building on the Yanqihu Campus.


The apartments are not serviced as regular hotel rooms and should be viewed as an Air B&B. You must buy food and drinks yourself; cleaning is every 5th day or by request; you must do basic tidying up (e.g. dishes) yourself. There is no room service.

The apartments are managed by UCAS International Conference Center and follow their pricing of 350 RMB per night.


Booking procedure

To book an apartment please send an e-mail to Qin Yihong, yhqin@ucas.ac.cn, at the SDC Office in Beijing.

Remember to include the following information:


• Full name

• E-mail

• Arrival and departure dates

• Special requirements (if any)

Check-in address:

UCAS International Conference Center

Yanqihu North Jingjia Road

University of Chinese Academy of Sciences

Huairou District, Beijing, China, 101408


Go to Moodle for description of the different apartment types, list of equipment etc.

Hotels

SDC teachers and researchers who prefer to stay at a hotel are recommended to stay at the UCAS International Conference Center (350 RMB per. night), the Swan Lakeview Hotel (750 RMB per. night – deluxe room) or the Sunrise Kempinski Hotel Beijing (800 RMB per. night). Prices include breakfast for one. Additional fees may apply on Chinese holidays.

Booking procedure

Due to the high demand in the hotels in Yanqihu, please book your hotel room directly with QIN Yihong at least 2 months in advance. Your room is not booked until you receive a confirmation letter or e-mail from QIN Yihong

To book a room please send an e-mail to Qin Yihong, yhqin@ucas.ac.cn, at the SDC Office in Beijing.

Remember to include the following information:

• Full name

• Check-in date

• Check-out date

• Purpose of stay

• Preferred accommodation

(UCAS International Conference Center, the Swan Lakeview or the Sunrise Kempinski Hotel Beijing)

UCAS International Conference Center

Yanqihu North Jingjia Road

University of Chinese Academy of Sciences

Huairou District, Beijing, China, 101408

Swan Lakeview Hotel

No.1 of Yan Xiu Road, Yan Qi Lake,

Huairou District, Beijing, China, 101408

Sunrise Kempinski Hotel Beijing
No. 11 Courtyard, Yanqihu South Road, Huairou District, Beijing
怀柔区雁栖湖南路11号院 北京 北京市

Accommodation in Beijing

For researchers who have to stay in Beijing during their trip, SDC have agreements with the following hotel. We are currently working on establishing more hotel agreements in Beijing.


Park Plaza Hotel

UCAS has signed a corporate agreement with Park Plaza Beijing Science Park at 638 RMB per night (single deluxe room) including breakfast for one person, service fee and tax.


To book rooms on the UCAS agreement send an e-mail to Qin Yihong at yhqin@ucas.ac.cn.

In the subject field write “Park Plaza Hotel Reservation – UCAS agreement”.


The email must contain the following information:


• Family Name

• Given Name

• Date of Arrival

• Date of Departure

• Smoking/non-smoking room


Park Plaza Beijing Science Park

25 Zhichun Road., Hai Dian

Beijing 100083

China

Hilton Hotel

UCAS has signed a corporate agreement with Hilton Hotel for rooms at 815 RMB per night (single deluxe room) including breakfast for one person, service fee and tax.


To book rooms on the UCAS agreement send an e-mail to Qin Yihong at yhqin@ucas.ac.cn.


In the subject field write "Hilton Hotel Reservation – UCAS agreement".


The email must contain the following information:


• Family Name

• Given Name

• Date of Arrival

• Date of Departure

• Smoking/non-smoking room


Hilton Beijing Hotel

1 Dong Fang Rd, North Dongsanhuan Rd

Beijing, 100027

China

ID/canteen card for UCAS

All teachers Yanqihu campus must get a personalized canteen card (this card is also your teachers ID card). To get a personalized card you must send the following information to yhqin@ucas.ac.cn.


• Name

• Gender

• Passport number

• Professional Title

• SDC MA Programme

• E-mail address

• Chinese visa photo (35mm tall by 25mm wide(295 pixels × 413 pixels (resolution 300dpi))


It will take about 2 weeks for your personalized card to be issued, so please order it well before arriving in China.

Assistance from SDC staff

Events

Event and Relations Coordinator Thomas Lykke Pedersen can assist with guidance and practical issues, if you plan to host an event at SDC.


Contact information:

Email: thomaslp@sdc.university

Mobile: +86 182 0144 6428


Study administration

For study administrative assistance, please contact the relevant staff from the Chinese or Danish SDC Office.