Study Abroad Handbook
From getting your student visa to planning your finances and packing for travel, there are many practical details to take care of before you leave.
Plan ahead to avoid last minute confusion and stress. Making travel arrangements well in advance and looking for cheap student fares can save you money. Consult student travel agencies as well as your own travel agent. You may be surprised at the difference in price.
If you are on financial aid, please read the section on Financial Aid for Study Abroad very carefully. There are important procedures involved in processing and maintaining your financial aid in your absence.
PREPARATIONS FOR DEPARTURE
Congratulations on your acceptance to study abroad with one of The University of Montana Study Abroad programs. You have made some important decisions already, but there are still many things you have to do before you leave home. Your first weeks or months in your host country will be much more satisfying if you plan ahead. This chapter will give you an idea about what kinds of pre-departure preparations you should be making.
Passports
Student Visas
International Student Identity Card (ISIC)
International Calling Cards or Calling Plans
Eurail and other Railroad Passes
Travel Arrangements
Packing
Baggage Allowances
Financial Responsibilities
Financial Aid for Study Abroad
PASSPORTS
You must have a current passport in order to travel to all other countries, except Canada and Mexico, from the United States. But please note that you will need a passport for anything other than short-term travel (ie. a semester or year-long study program) to Canada and Mexico.
In order to obtain a passport, you can apply through most post offices. Proof of U.S. citizenship (birth certificate, naturalization certificate, or previous U.S. passport), two recent photographs (2 inches by 2 inches), and current identification with a signature and photograph (such as a driver’s license) are required. For citizens age 18 or older, a passport valid for ten years costs $65. A five-year passport for those under 18 is $40. You must appear in person if you are applying for the first time, are renewing a passport issued more than eight years ago, or were younger than 18 when your passport was issued. Apply early because the process may take four to six weeks.
STUDENT VISAS
A visa is written permission to visit a country granted by the government of that country. Visa requirements vary from country to country. In many cases, even if you are only planning a short trip in a country, will need to obtain a visa prior to attempting to enter the country.
If you plan to study, and therefore live in a country, you will need a special student visa for most countries. This will be required even to enter the country initially; most countries do not allow you to change your visa status once you have entered the country. Each country will have its own regulations, but among standard items usually required in the application for a student visa are:
- Visa application form
- Current, valid passport
- One or more passport-type photographs
- Visa application fee
- Letter of acceptance from your host institution
- Evidence of Financial Support during the period of time you will be studying abroad
- You may also be required to provide evidence of medical insurance
Contact the embassy or nearest consulate for the country you plan to travel to in order to obtain the visa application and information about materials you are required to submit with it. See the web site below for assistance in doing this. In some cases, it can take as long as a couple of months to obtain a visa, so be sure to start the process early. A delay could cause you to miss your flight (it has happened to a University of Montana student before)!
www.embassy.org
This page provides links to many embassies' and consulates' web sites, which post office addresses, phone numbers, and hours of operation, as well as immigration policy and visa application requirements.
INTERNATIONAL STUDENT IDENTITY CARD (ISIC)
The International Student Identity Card, from the Council on International Educational Exchange (CIEE), entitles the bearer to discounts on tickets, lodging, and entrance fees for museums and other attractions, in addition to some insurance coverage while you are traveling.
The ISIC is valid until December 31st of the year of your application, mean ing that if you apply in September, your card will only be valid until December of the same year. The Foreign Student and Scholar Services office (Lodge 219, 243-2226) issues these cards on The University of Montana campus. (See section on Health Care Issues Abroad for more details on ISIC insurance coverage.)
INTERNATIONAL CALLING CARDS OR CALLING PLANS
Making a simple telephone call home from a foreign country can sometimes cause a lot of stress. Calling collect is always an option, but you can now access all of the major U.S. long-distance telephone carriers (AT&T, MCI and Sprint) from most countries and call direct. There is usually a different access number for each carrier from each region of the world; your longdistance
carrier can provide you with their access numbers around the world. These numbers will connect you with either an AT&T, MCI, or Sprint operator in the United States and all calls will be charged to your calling card or home phone bill. In some cases the charges may also go on a credit card. There is often no charge for accessing this number, but you should always check with an operator before you make your call. Information about calling cards can be obtained by calling any one of the long-distance carriers.
EURAIL AND OTHER RAILROAD PASSES
Travel will probably be on your agenda at some point during your stay abroad. Since you will likely be on a strict budget, flying to other destinations may be prohibitive. An economical solution to traveling, especially around Europe, is to buy a Eurail Pass or another form of railroad pass. It is usually necessary to purchase these passes before you leave the United States, so check into railroad passes before you depart.
Other countries such as Japan and New Zealand also have discounted railroad passes for students. You should consult a travel guide for your country of destination to see if you will need to purchase the pass in the United States. Eurail passes can be purchased at most travel agencies, as well as through Council Travel (1-888-COUNCIL). You will need to show proof that you are a student to buy a Eurail pass from Council Travel and other student travel agencies.
TRAVEL ARRANGEMENTS
You should arrange your flight as soon as you know when you are supposed to arrive in your host country. Do not, however, finalize your ticket until you have received your student visa, if one is needed.
The sponsoring organization or host university can assist you with information about your arrival, including the distance between the airport to the campus and the most reliable form of transportation between the two points.
The International Programs (IP) does not book flights or seats for students. In fact, the best deals are usually found when you gather the information on your own and set the arrangements. In addition to contacting a local travel agent you should always compare prices with student travel agencies. Whether or not you go through a travel agency or through a student travel organization, you should always ask for student fares! Council Travel, as mentioned previously, offers low student fares for travel, as do a number of other agencies. You may buy a one way ticket or a round trip ticket. If you plan to travel after your exchange, you may want to look into buying an openended return ticket, which usually has a one-year limit. Another good source for student fares is Transitions Abroad magazine, which often has advertisements for overseas flights. This magazine is available in the Library as well as in the Career Services office on The University of Montana campus.
PACKING
It is nearly impossible to pack everything you want. The trick is to pack only what you need and, more importantly, what you can carry. Remember that everything you take must also return with you unless you want to sacrifice it and leave it behind. The following are not absolutes, just suggestions. Here are a few tips that may come in handy while deciding what you should bring with you overseas. The number one thing to remember is that you will only be gone for a few months to a year and you will buy things while you are away. There is a lot of potential for over-packing. In some cases you may wish to wait and purchase appropriate clothing and other items in your host country.
SUITCASES
It is much easier to have two smaller bags than one large suitcase. Backpacks are easier to carry and leave your hands free.
Suitcases with wheels and portable baggage carts do not always work well on streets and sidewalks, but may be useful on long airport corridors.
Pack what you think you must take; then carry your baggage around the block and up some stairs. You may re-evaluate your decision of what is really necessary.
Put your address on a luggage tag and inside your suitcase as well, in case the suitcase breaks or is lost during your travels. You may want to invest in a cheap plastic or leather identification tag since the paper tags the airlines offer fall off easily when luggage is being loaded and unloaded.
Never leave your bags unattended, especially if they contain valuables. The easiest target for thieves is a unwatched bag.
CLOTHING
Take interchangeable clothing that can be layered. Since you will probably be abroad for at least two seasons, plan ahead and take appropriate clothing.
IMPORTANT DOCUMENTS
Passports and other documents should always be carried with you, secure but readily accessible at immigration. The same goes for money, traveler's checks, and credit cards.
FILM
Airport X-ray machines do not generally harm film. The general rule of thumb is: ASA 400 or lower (200, 100, etc.) is O.K. through X-rays; anything higher (e.g., 1000) should be hand-checked by airport officials.
MEDICATIONS
Take extra prescription medication, such as allergy medicines, asthma inhalers, birth control pills, etc. The amount should last for the duration of your stay if possible. Pharmacies in other countries may be able to fill most prescriptions, but the medication may be slightly different and could cause sideeffects you are not used to. Getting a new prescription would necessitate a visit to a doctor. (See section on Health care Issues Abroad.)
ELECTRONICS
If you take a portable computer, be sure to check that it will work on the voltage level used in your host country. If not, you may wish to purchase a transformer. A compact short wave radio is a good source of international news.
CONTACT LENSES/GLASSES
If you wear contact lenses, bring an extra set of contacts, cleaning solution, and extra glasses. Cleaning solutions and replacement lenses can be expensive overseas.
PACKING LIST: Beyond the Obvious...
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BAGGAGE ALLOWANCES
Each airline has its own baggage requirements. Generally, two pieces of luggage may be checked, with one shoulder bag allowed on the flight. If you travel from one country to another, there is usually a one bag limit; they will charge you for extra pieces. The dimensions of the bag (total 106"’) seem to be less important than the weight these days; seventy pounds is average. Your travel agent should be able to help you with current regulations.
FINANCIAL RESPONSIBILITIES
You will be responsible to pay a program fee. You will have a payment schedule which you will need to adhere to explicitly. Failure to do so could mean your automatic expulsion from a program or the addition of late fees. If you will be on a year-long exchange, you must make arrangements for the payment of your tuition and fees while you are abroad.
It is your responsibility to keep your mailing address current with The University of Montana, including the International Programs (IP). Fall chedule bills are mailed at the end of July, and Spring schedule bills are mailed early in December. You are responsible for returning the white copy of your schedule bill with the payment to Business Services by the deadline.
If you voluntarily cancel or withdraw from a University of Montana program after your acceptance has been confirmed, the University normally will not refund any part of the program fee. (See note below for ISEP participants.) In cases of accidents, serious illness, or family emergencies, the University will refund a portion of the fee, that amount to be determined solely at the discretion of the University. Keep copies of all of your documents pertaining to your financial obligations in case there is any question about what you are required to pay. Also, save copies of forms you sign, such as contracts and statements of financial
responsibilities.
NOTE TO RECIPROCAL ISEP PARTICIPANTS
After you have signed the Participant Placement Acceptance Form and The University of Montana ISEP Participation Agreement, you have accepted ISEP placement for the period indicated, and you have agreed to pay the program fee for each semester you will be abroad. Because ISEP works on the basis of an equal number of incoming non-US students and outgoing US students, you are committed to The University of Montana and to the ISEP program, and The University of Montana will accept a non-US student in your place. The program fee that you pay to The University of Montana includes your tuition, fees, room, board and holiday stipends for each semester you agree to study abroad. This program fee will be used to host the incoming non-US student. If you have accepted a full-year placement, the program fee will be collected on a semester-by-semester basis, though you are still committed to the full year. Read the ISEP Participant placement Acceptance Form and The University of Montana contracts carefully before signing them.
NOTE TO ISEP-DIRECT PARTICIPANTS
Your program fee includes the nonrefundable ISEP placement fee ($50), tuition, housing and meal stipend. It does not include ISEP health insurance and any administrative fees charged by the home institution. You pay your program fee through The University of Montana to ISEP for each semester you are abroad. If you study abroad for one semester or for summer term, you pay the program fee in full before the program begins. If you study abroad for a full year, you pay approximately two-thirds of the program fee before the program begins and onethird before the second semester. If you receive any financial aid, this financial aid will be credited to your student account at The University of Montana and will be forwarded to ISEP as part of your program fee payment. Since you are paying your program fee directly to the ISEP Central Office, you are subject to their refund policy. When you accept placement by ISEP, you will need to submit a $500 deposit to reserve your placement. The $500 deposit is non-refundable, but is credited toward the payment of your program fee. If you withdraw from the program before the official arrival date, ISEP can only reimburse the funds, which have not already been committed for your participation in the program. After the official arrival date, refund can be made only in the case of serious illness or an emergency that requires you to return to the U.S. Refund will be limited to recoverable expenses at the time you leave the program. Read the ISEP Participant Placement Acceptance Form carefully before signing it.
If you are using financial aid to cover all or some of your program costs, be sure to read the following section very carefully.
FINANCIAL AID FOR STUDY ABROAD
Many forms of financial aid are applicable to study abroad, including Stafford loans (subsidized and unsubsidized), Perkins Loans, and Pell Grants. Work study is not available, but tuition waivers and some miscellaneous scholarships may apply depending on where you are paying your tuition and fees.
The Financial Aid office requires a budget for your program to ensure that you are not awarded too much (or too little) aid. Federal law allows the use of aid to cover "reasonable" costs of study abroad, including round-trip air transportation, tuition and fees for the program, living costs, passport and visa fees, health insurance, etc. If your program costs are more than what you normally pay at The University of Montana, the Financial Aid office can consider the higher costs associated with study abroad and give you more aid if you are eligible. If studying abroad costs less, you should expect the normal aid award to be reduced. The International Programs (IP) will provide the Financial Aid Office with a budget for your program.
It is imperative that prior to leaving, every student receiving financial aid coordinate payment arrangements between IP and the Student Loan Area of Business Services located in Griz Central, on the second floor of the Lommasson Center (243- 2494). Some study abroad programs start before your Fall disbursement is made, and Federal law prohibits it from being released earlier. It is your responsibility to keep your mailing address current with The University of Montana. Fall schedule bills are mailed at the end of July, and Spring schedule bills are mailed early in December. You are responsible for returning the white portion of the schedule bill to Business Services by the deadline. The white copy of the schedule bill must be returned to Business Services even if the financial aid fully covers or exceeds the charges, in order to finalize your registration. Once the white copy of the schedule bill has been processed by Business Services, your registration has been finalized and your financial aid may be released into your student account. You will complete a Financial Aid Delivery Authorization form that authorizes Business Services to deposit any money that remains after your tuition and student fees have been paid into a personal account. You must leave a deposit slip with Business Services when you turn in this form.
Remember that you risk losing your financial aid if you withdraw or fall below full-time status at your host institution. The University of Montana requires you to pass a minimum of twelve credits per semester for undergraduates and nine for graduate students in order to maintain full-time status. It is your responsibility to find out from your host institution what is an appropriate full-time course load for students at that institution. "Full-time" at The University of Montana means taking a minimum of 12 credits per semester.
You will be placed on financial aid probation if your cumulative G.P.A. falls below 2.00, or if the number of credits passed at the end of the semester is fewer than the minimums explained above. If you have any questions or concerns, please see the Financial Aid Office publication Satisfactory Academic Progress Policy for Receiving Financial Aid.
IT IS ULTIMATELY YOUR RESPONSIBILITY TO MAKE SURE ALL CORRECT FORMS ARE FILLED OUT AND RETURNED TO THE CORRESPONDING DEPARTMENTS ON TIME. IT IS ALSO YOUR RESPONSIBILITY TO CHECK WITH EACH DEPARTMENT TO SEE THAT ALL PAPERWORK IS BEING PROCESSED CORRECTLY BEFORE YOU DEPART ON YOUR PROGRAM. YOU CANNOT ASSUME THAT EVERYTHING WILL BE DONE AUTOMATICALLY.
Financial aid for the following year can be arranged from the host country. Normally you will receive a revised FAFSA form at your permanent U.S. address. You should make arrangements for it to be forwarded to you overseas, or leave a Power of Attorney form with a responsible person so that he or she can fill it out on your behalf.
While you are on exchange, you or your parents may receive a letter from the Financial Aid office stating that you are on financial aid probation. Unfortunately, the Financial Aid office's computers do not have a way of determining that you are participating in an international exchange. When no grades are submitted after your first semester abroad, the computer reads that as an automatic failure. IP submits a list of participating financial aid recipients every semester in an effort to prevent this from happening, but sometimes you may just slip through the cracks. If you do receive one of these letters, please inform or have your parents inform the Student Exchange Coordinator so that it can be corrected with the Financial Aid Office.
NOTE TO ALL PARTICIPANTS
After you have registered for classes at your host institution, you must complete the Enrollment Verification Form. Have the Coordinator at your host institution sign it and send it to the Student Exchange Coordinator at The University of Montana. It is imperative that you do this in order to retain your financial aid.
FINANCIAL AID CHECKLIST
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