Part 5: Preparing to Go

Part 5: Preparing To Go Abroad

In this lesson, you will learn about:

• The Accepted Students Site

• Mandatory Pre-Departure Requirements

• Packing

• Finances

Hooray! You’re studying abroad and about

to embark on the adventure of a lifetime!

Now what?

Part 5: Preparing To Go Abroad

If you haven’t been to this site yet, stop everything and check it out!

Hint: there may be a quiz question on this.

If you have, you know it’s full of useful information and should serve as your

checklist for everything you NEED to do before you can study abroad. Read

through this site carefully and make sure you’re keeping track of deadlines.

The Accepted Students Site and Student Guide also contain links and information

on topics like, getting a cell phone abroad, culture shock, how to travel while

abroad, insurance, and much more.

The Accepted Students Site: www.stjohns.edu/goingabroad

Preparing to go: Required Forms/Information

We’re going to need some information from you in order to make appropriate

arrangements for you to study abroad. All required forms and links to surveys

can be found on, you guessed it, the Accepted Students Site!

(Remember, you can find it at www.stjohns.edu/goingabroad).

Paper copies to be submitted to OGS:

• Confirmation Form*

• Student Agreement Form*

• Health Disclosure Form*

*If you’re confirmed, you should already have submitted these.

Forms to be completed online:

• Emergency Contact Information

• Roommate Questionnaire

• Flight or Travel Information

• Passport Information Form

The deadline to submit all forms to OGS and online is April 10th (but really ASAP!).

Required Documents: Health Disclosure

• It is important to tell the Office of Global Studies about any pre-existing

conditions, medical or otherwise, so that we can be sure to make any

necessary accommodations or preparations.

• We will work to ensure the confidentiality of the information provided, but

will share it with on-site staff as needed so that they are well-prepared to

meet the needs of students.

• The Health Disclosure Form is a requirement, and must be

completed; however, it is up to each individual to decide what to

disclose. Just remember, we can’t help if we don’t know.

Health Disclosure Form The health disclosure form is our only source of information on your medical history,

prescription medications, allergies & other important information. Even if you’ve submitted

this information to another office at St. John’s University, the Office of Global Studies can’t

access it. Although disclosure is voluntary and up to you as a participant, we strongly

encourage you to be as forthcoming as possible. The information you disclose could help us

to get you the medical attention you need in case of an emergency, or to accommodate any

particular needs you might have while studying abroad.

Preparing To Go: Visa Information

All DTW students (except for non-U.S. citizens starting in Rome or Paris) will need to

apply for visas through our office – and we recommend other semester program

participants do too! And while we’ll apply for the visa on your behalf, we need you to

complete the visa application and provide all the required documents.

The visa that you apply for will be determined by the first country of your DTW rotation.

- If your start the program in Rome, you will receive an Italian visa.

- If your start the program in Seville, you will receive a Spanish visa.

- If your start the program in Paris, you will receive a French visa.

Detailed visa instructions, requirements and visa applications with important pre-filled

answers are available on the Accepted Students Site: www.stjohns.edu/goingabroad

Since the supporting documents that you need to collect can take some time to obtain (your

parents will probably have to provide and mail a few to you) you’ll want to take a look at the

visa application and instructions ASAP and let us know if you (or your parents) have any

questions.

The deadline to submit all forms to OGS and online is April 10th (or ASAP!)

and visa applications can only be submitted during one of our required

Document Submission Sessions – see the Accepted Students site for details.

Preparing To Go: Cultural Mentorship Program

In the Cultural Mentorship Workshop, we’ll talk about preparing to go abroad not just in

terms of logistics (packing, etc.), but also the mental and cultural aspects of preparation.

What do you want to get out of your time studying abroad? How will your encounters with

different cultures shape your experience? The goal of this session will be to explore the

cultural differences you may encounter and begin to set personal, academic and career

goals based on your time studying abroad – and along the way, we’ll be happy to answer

any questions you might have about what to expect.

This workshop will also serve as a foundation for a cultural training program that will continue

throughout your semester abroad, designed to facilitate the process of cross-cultural

awareness and adaptation of students as they live, study, and serve communities abroad.

You’ll have 5 chances to attend one of these mandatory workshops on the Queens Campus

(and 2 chances on the Staten Island Campus) - dates & times are listed on the Accepted

Students site, so no excuses for not being able to fulfill this requirement. Every student who

studies abroad must attend a Cultural Mentorship Workshop, which will be the last step in

your mandatory Pre-Departure Orientation process. You don’t need to RSVP, but we do

recommend that you come to one of the earlier sessions, as the later ones are likely to be

crowded, and seating is first-come-first-served.

You must attend a Cultural Mentorship Program workshop between April 20-24!

Preparing to Go: Baggage

Rome, Paris and Seville Semester Students:

• For transatlantic international flights (e.g. New York to Rome or New York to

Paris) most airlines generally allow:

– One checked bag per person with 1 carry-on and 1 personal item (like a

purse or laptop bag)

– One additional checked bag may be permitted for a fee.

– Checked baggage cannot be over 50 lbs – airlines will charge fees for any

baggage over the weight limit.

– Remember to leave room for souvenirs!

Packing for a full semester in a different country can be a big project – so don’t put it off until

the last minute! Depending on the airline or class of ticket, you may have different baggage

allowances. The best source for those details are the airlines themselves, but here’s a primer:

Preparing to Go: Baggage

Discover the World Students:

• Even though your international flight may permit more than one checked bag, the flights

between European cities are on smaller planes and have a strict ONE checked bag and

ONE carry-on allowance.

• On your flights between countries, travelers are allowed:

– One checked bag not to exceed 50 lbs - though we recommend not exceeding

44lbs as you’ll want to save some space in your bag for souvenirs.

– One carry-on bag not to exceed 20lbs and no larger than 55x40x20 cm.

– The luggage rules for carry-on and checked bags are VERY strict.

– Remember to leave room for souvenirs!

• If you show up to the airport and try to check an extra bag one of two things will

happen:

– (1) the airline will tell you that there is no room on the flight to check a 2nd bag

– (2) the airline will have room on the flight to check a 2nd bag, but

will charge you exorbitant overage fees, that you will have

to pay yourself at the airport! It is not possible to pay for extra

luggage in advance.

Packing for a full semester in a different country can be a big project – so don’t put it off until

the last minute! Depending on the airline or class of ticket, you may have different baggage

allowances. The best source for those details are the airlines themselves, but here’s a primer:

Preparing to Go: Appliances and Electrical Devices

• The electric outlets in many countries are different than in the U.S. There are also

voltage differences that need to be taken into consideration (example: 120V in the

U.S., 240V in Europe).

• You’ll want to bring a couple plug adapters and converters (there is a difference)

depending on how many devises you’ll want plugged in at any one time.

– A converter allows you to plug into the wall AND converts the voltage.

– A plug adapter just allows you to plug the device into the wall.

• Most electronic devices (laptops, cameras, smart phones, etc) have built in voltage

converters. You can confirm this by looking at the AC Adapter connected to the

cord. The “input” value will tell you what the voltage range is (ex: 100 – 240v). If

you bring appliances that have a built-in converter, you’ll still need to bring the

adapters so you can plug them in to the wall.

• Don’t bring items that generate heat, like hair dryers and curling irons. Even if

you plan to use a converter, they are a safety hazard and will likely result in a

power outage in the building, and will damage the item so that it will not work

properly (or at all!) when you try to use it again in the U.S. If you need a device that

generates heat, you can always buy it abroad or share with a friend.

Preparing To Go: Cell Phones Abroad

All students are strongly to have a cell phone while abroad. There are a number of cell phone

options available but remember that cell phones are for quick/emergency calls only.

U.S.-based Travel Phones

• Some companies specialize in providing cell phones to international travelers. Many of these

companies will offer you a cell phone and/or SIM cards for use abroad, a local phone number in

the countries you'll be traveling in, and rates that are competitive with local providers.

Local Pre-Paid Cell Phones

• It's generally cheap and easy to find a pre-paid phone in each location that you'll be studying in,

and you'll have the comfort of knowing that you won't be shocked by a large phone bill at the

end of the semester. Buy as many minutes as you think you'll need at the beginning and re-fill

as necessary. Keep in mind, though, that you will not be able to get your money back for pre-

paid minutes not used and DTW students will need a new SIM card for each country. Another

drawback is that you will not have a cell phone upon your arrival in your first country.

Using Your Current Cell Phone

• Depending on the type of cell phone and carrier you have, it may be possible to use your U.S.

cell phone overseas. Options include setting up an international plan with your U.S.-based

carrier (this can be costly, so make sure you're aware of all fees and rates included) and

purchasing a local SIM card that will work in your current phone.

Make sure you turn off data!

Preparing To Go: Communicating While Abroad

Cell phones, while important for emergencies, are not the best way to stay in touch

while abroad due to cost. However, it’s important to stay in touch while you’re abroad;

and there are a number of ways you can do this affordably.

• VoIP and Skype technology are best for longer calls as they are the cheapest

(usually free) means of communicating. There are number of services that allow

you to make calls over the computer with an internet connection. Here are a few

popular services:

– Skype

– Facetime (available on Apple products)

– Google Hangouts

– Viber

– What’s App

• E-mail, instant messaging, Facebook and Twitter are also very useful for keeping in

touch while you’re abroad.

Preparing to Go: Packing

1. Take into consideration any seasonal changes that will take place while you’re abroad.

Remember that each country will have different weather conditions throughout the year

and you’ll want to pack for multiple seasons.

2. Pack a versatile wardrobe – one that layers well and washes easily.

3. Make sure you pack a pair of good walking shoes and leave the stilettos at home.

Cobblestone streets and stilettos are recipe for disaster. Trust us on this one.

4. Make sure you pack enough plug adapters or converters and pack one in your carry-on.

5. Pack a weekend bag or, even better, pack a carry-on that can also be used as a weekend

bag. You definitely don’t want to be lugging a suitcase around on your weekend trips.

6. Don’t pack linens, towels, pillows, etc as these are provided at all St. John’s campuses.

7. Don’t bring toiletries unless the item is something you absolutely need and you know it is

hard to find. Everything else is easily available for purchase in Europe.

8. Don’t pack anything that generates heat. Plan on purchasing that when you arrive.

9. Consider bringing some local currency with you (suggested amount: 100 Euros)

10. Check out the Student Guide section of the Accepted Students site for

tips and tricks to make the packing challenge much easier.

www.stjohns.edu/goingabroad

Still concerned about packing? No worries – here the Top 10 tried and

true tips from expert travelers and Global Studies alums:

Preparing to Go: Money Abroad

• There are multiple methods of accessing your money while you’re abroad:

– ATM

• The recommended method – safe, convenient, and usually accessible in an emergency

• Know your PIN! Most ATM machines abroad require a 4 digit PIN

• Check with you bank to make sure your card will work overseas (e.g., Plus, Cirrus, Visa

Check Card, etc.)

– Credit Cards (Visa and Master Card are the most widely accepted)

• It’s good to have an emergency credit card on hand in the event of an emergency. This

should be kept in a separate location from your wallet/purse so you’re not enticed to use

it and you have a back-up available if your wallet is lost or stolen.

– Travel Money Cards

• These cards are pre-filled, reloadable and a secure way to manage

your money abroad. Ask your bank or search the internet to

see all the options available and find the best one for you.

• Be aware of exchange rates – don’t get ripped off!

– Use websites like www.xe.com

• Utilize online banking to keep track of your money.

• Consider bringing some local currency with you for when you first arrive. You can

usually get local currency from your bank as long as you give them advance notice.

• Manage your money!

– Make a plan for how much you’ll spend each week and stick to it.

Preparing to Go: Shipping/Mailing Internationally

Think you’ve solved the packing dilemma by having your mom or dad mail you all the extra

stuff you couldn’t pack? Think again. There can be challenges associated with mailing

things internationally so you’ll want to limit what you send.

• Postcards, letters, photos, etc are perfectly fine to send back and forth internationally

as frequently as you’d like. And we recommend it! There’s nothing like getting mail

that’s not junk. If you’re using your smart phone as a camera, check out apps like

“Postagram’” where you can turn your own photos into postcards!

• Don’t mail/ship packages to/from the U.S.

– International shipments are often very slow – and in some cases you’ll be required

to pay large international duties & tariffs.

– Textbooks and electronic devices in particular are often detained by customs.

– St. John’s University will not be responsible for lost items, items detained by

customs, or any other issues encountered.

• Our sites abroad do not have mail rooms and cannot accommodate large packages or

mail distribution efficiently. Small care packages from loved ones

back home are fine – in moderation. Please keep in mind that our staff

cannot assist with packages stuck at customs.

Preparing To Go: Arrival and Getting to Campus

• All semester program students are required to arrive at their first location ON the arrival date (housing is not available prior to the start of the program). This usually means you’ll have to depart the United States the evening before the arrival date.

– Students who arrive late will not be allowed to participate on the program.

• Arriving students will be met at their arrival airport by a SJU Campus staff member to help answer questions and offer suggestions on the best way to travel to the campus. Detailed instructions on how to travel to campus (by public transport or taxi) will be provided in your Welcome Letter, which will be emailed to you approximately 1 week prior to your arrival date.

• Students are also responsible for their own transportation to the airport for their return flight home.

• All DTW students will travel together to their second and third countries. Transportation to and from the airport will also be provided. Information about intra-Europe travel will be provided on-site once you arrive in Europe.

Preparing to Go: What would you do?

You missed your connecting flight in London and the have to wait for the next flight.

You’re tired, hungry and are already sick of travelling. This is definitely the last thing

you need right now.

What would you do? (Our recommendations are on the next slide…)

Preparing to Go: What would you do?

1. Don’t freak out.

2. Contact your parents and email the Office of Global Studies (globalstudies@stjohns.edu) to

inform them of your new flight information.

3. Contact the number listed on the Welcome Letter or, depending on the time, the Office of Public

Safety on the Queens campus to communicate your new flight information. Public Safety is

available 24/7 and you can call collect from anywhere in the world.

4. While you wait, think about out how you’ll get to campus from the airport. We recommend the taxi

cab option as you’ll be pretty worn out from all that travelling and will have a lot of luggage to cart

around. It’s definitely the most expensive option but worth it.

5. When you arrive at your destination, you should contact your parents again to let them know

you arrived safely at your final airport. Then follow the instructions on the Welcome Letter to

get to campus. When you get to campus, someone will be available to check you in to your room

(regardless of the time).

6. Rest easy knowing you just navigated one heck of an adventure all on your own.

Before you depart:

1. Print out the Welcome Letter that you will receive one week prior to your departure and pack this

in your carry-on bag. This has information as well instructions on how to get to campus from the

airport and, most importantly, the campus address and phone number.

2. Make sure you have a phone on-hand that is charged and can be used for emergencies like this

one. If you are bringing a smart phone, make sure you turn data roaming off.

3. A cab to campus can range $60-120 depending on the location & arrival airport