Travel Basics

School for International Training participant Mary Montgomery observes her host mother's traditional way of grinding coffee, in Madagascar. Photo by Lauren Col


In 1601, Francis Bacon advised the young British aristocrats who traveled to the Continent that they should make local friends and eat local food. "Let him sequester himself from the company of his countrymen and diet in such places, where there is good company of the nation where he travelleth," he wrote.

With the large numbers of travelers these days, Starbucks and McDonalds outlets in even the most far-flung destinations, and "island" study abroad programs, where U.S. students are clustered together for classes and housing, it may seem hard to follow the advise Francis Bacon gave for his day, but the good news is that it's not impossible—heeding his wisdom to meet the people and to get to know the culture of your destination is, by far, the best way to make your experience abroad rewarding and educational.

After you've taken care of all your basic travel planning, read the sections Go Green and Global Citizenship for everything you need to know about how to get closer to locals respectfully and how to minimize your environmental and cultural impact abroad.

"Own only what you can carry with you; know language, know countries, know people. Let your memory be your travel bag."

—Alexander Solzhenitsyn

The following resources were contributed in large part by Stacey Woody Thebodo, Assistant Director of Off-Campus Study at Middlebury College.

Getting Your Passport

One of the first things you should do in preparing for your experience abroad is to obtain a passport. You should apply for a passport as soon as possible, as this can take six to eight weeks or longer. New passports cost $97, and if you are renewing your passport, the cost is $67 (if you qualify to renew by mail).

You can ask your study abroad office or call your local library or post office to find out where you can apply for a passport in person, if you prefer this option rather than applying by mail. To apply for a passport, you will need:
» Completed passport application;
» Passport application fee;
» Valid proof of citizenship [e.g., an expired U.S. passport, a certified (original) birth certificate, Certificate of Naturalization, Certificate of Citizenship, or Consular Report of Birth Abroad of a Citizen of the United States];
» Proof of identity (a valid driver's license or government identification card are acceptable provided they identify you by physical description or photograph);
» Two identical 2 x 2-inch passport photographs taken within six months of applying for your passport. We recommend you go to your local photography shop (most have equipment specifically for taking passport photos) to have a proper passport photo taken, because if your photo does not meet the specifications required, the processing of your passport will be delayed and you'll be asked to resend two photos.

Please Note: If you already have a passport, many countries require that your passport be valid for six months beyond the dates of your trip. Keep this in mind, in case you need to renew your passport. Also, some Middle Eastern and African countries will not allow entry if your passport indicates travel to Israel; check with the embassy or consulate of the country in which you will be studying for their requirements.

For more information on applying for a passport, see: www.travel.state.gov/passport or call 877-487-2778. For locations on where you can apply for a passport, see: http://iafdb.travel.state.gov.

Student Visa

A visa is an endorsement stamped into your passport by a foreign government, allowing you to stay in their country for a specific purpose and period of time. Most countries require you to have a student visa in order to enter the country and stay there legally as a student. Each country has its own rules, so you will need to check on the regulations for the country in which you will be studying. If you are going on a program with a U.S. Sponsor (e.g., Butler University, Boston University, Middlebury College, School for International Training, etc.), the program sponsor will most likely give you instructions on how to obtain your student visa. Otherwise, you will need to check with the embassy or nearest consulate (many countries require that you apply through the consular office that is closest to your primary area of residence) regarding requirements. You can get the phone numbers for the embassies or consulates on the Web at: www.travel.state.gov/travel/tips/brochures/brochures_1229.html

In order to obtain a student visa, one or more of the following may be required:
» Visa application form
» Current, valid passport
» Visa application fee
» One or more passport-size photographs
» Letter of acceptance from the host institution
» Evidence of financial support during your period of study abroad
» Physical examination
» Proof of medical insurance
» Police record from the state where you attend college and/or from your home state
» A negative HIV test

If you plan to travel to other countries within your period of study abroad or after your program finishes, check the entrance requirements of each country before you leave home. It is your responsibility to make sure you have proper documentation abroad. A word of advice: DO NOT wait until the last minute to apply for your student visa! As with passports, this can take many weeks to process, and if you do not have your student visa (and passport), you could miss your flight.

Registering at the Embassy

All U.S. citizens must register themselves with the U.S. Embassy in their country of destination before departure from the U.S. In the event of international, political, or family emergencies, or in the event that your passport is lost or stolen, the U.S. Embassy is much better able to assist registered citizens. Please visit the Department of State’s website and follow the links to register:
www.travel.state.gov/travel/tips/registration/registration_1186.html. We recommend you print out the confirmation page after you have registered; leave one copy at home and take one with you. Students of other nationalities should check with their own embassies to see if it is possible to register prior to departure.

International Student Identity Card

The International Student Identity Card (ISIC), available through STA Travel, is issued and recognized in over 90 countries and gives you access to student benefits (mostly in European and Western countries). This card is quite a bargain, as the cost is only $22 (plus $3 for postage and handling), and you will be entitled to discounts on airfare, transportation, attractions, and accommodations, as well as basic accident, sickness and medical evacuation and repatriation insurance (which you should supplement with additional insurance; see Medical Insurance section), free web-based e-mail, phone card service, and more.

To get your ISIC, visit www.statravel.com or www.myisic.com

Absentee Voting

If there will be U.S. elections in which you wish to participate while abroad, you should make arrangements for an absentee ballot before leaving the country, since that will prove easier than doing so through the embassy in your host country. Contact the County Board of Elections or the Secretary of State’s office where you are registered to vote.

Phones, Calling Cards, and Skype

In order to call home from abroad, you may want to consider obtaining an international calling card. The major U.S. long-distance carriers (AT&T, MCI, and Sprint) can now be accessed from most countries. There is an access number for each service that varies by country, and by dialing this number your call is charged to your calling card. There is usually no charge for dialing the access number, but check with your phone company to be sure. For information on any of the calling cards, contact your long-distance carrier or your local phone company. With the proliferation of competition in international calling card markets, there are also a wide variety of other phone card services available at much cheaper rates, which you can research on the Web and in the travel sections of major newspapers. One example is ekit (www.ekit.com), which offers a global phone card that works almost anywhere. In addition, services such as Skype can be used to call home where a reliable internet connection is available (see: www.skype.com for more information).

Cell Phones: Purchasing a cell phone abroad is the most convenient way to keep in touch with friends and family. Most foreign providers offer phones at reasonable prices with varying plans and packages. Buying one that takes a rechargeable minutes card will help keep your expenses down. Incoming calls are usually free. Two companies to compare are Cellhire (www.cell-hire.com) and WorldCell (www.worldcell.com).

Phoning Home: How to make calls while you are abroad (article provided by Telestial—Wireless Solutions for Travelers)

Flight Arrangements

You should start looking into arrangements for your flight as early as possible. The sponsoring organization or your host university can tell you the exact date you are expected to be there (usually for orientation), and when your program or university session is scheduled to end. Be sure you find out when the exams are scheduled to end, not just the course work, as your home institution usually requires you to sit for all exams where and when they are offered (if the exam schedule is not set until after the semester begins, be sure to get an open-ended ticket, or make sure your ticket allows for one free or low cost change).

When making your flight arrangements, check around with at least several different travel agencies and travel companies to compare prices and options. Also, be sure to ask for student fares and/or student discounts wherever you call. Check into price differences (and flexibility options) between buying a round-trip or two one-way tickets. If you are traveling after your program, you may want to consider an open-ended ticket, which allows you to set your return flight at a later date.

  1. The following are suggestions of travel agencies and travel companies:
  2. www.studentuniverse.com
    www.travelcuts.com
    Advantage Travel: 800-788-1980

  5. Student Travel (STA): 800-781-4040 // www.statravel.com

  6. AESU Travel: 800-638-7640 // www.aesu.com

    For the latest flight rules and regulations, see: www.tsa.gov
    For information on airports worldwide, see: www.worldairportguide.com

Insurance

In addition to the following insurance information, please see the Health and Safety section.

Medical Insurance:
You must be sure that you have adequate health insurance coverage abroad. Check your policy to see what coverage it provides for medical services abroad. Also, check to see if your policy pays the provider in your host country directly, or if you must pay yourself and later be reimbursed. Be sure to take your insurance card with you abroad, as well as any claim forms you will need.

Be sure you have coverage for medical evacuation, in the rare case that you would have to be flown back to the U.S. (or to a different country) for medical treatment, and for repatriation of remains. Also, check to be sure that your policy covers any continuing treatment you may need for newly acquired medical conditions after you return home. The International Student Identity Card mentioned above provides some medical evacuation and repatriation and basic accident and sickness insurance, but you should supplement this with additional coverage.

A list of insurance providers may be found at: www.studyabroad.com/marketplace/insurance.htm

Regardless of the type of insurance you purchase, doctors and hospitals require payment at the time of the visit. You can seek reimbursement from your insurance company only after you have paid the bill and can produce the receipt. Some of these services will take credit cards as payment. You should also have access to emergency funds in case of hospitalization or other emergency medical care. In general, you will find medical care, particularly in the public sector, somewhat less expensive than in the U.S.

Foreign health insurance coverage should be considered complementary to, rather than a substitute for, a U.S. policy. Moreover, such insurance does not guarantee access to a public hospital, where there can be long waiting lists for all but major or emergency ailments, and private hospitals and clinics can be as expensive as their American counterparts. If you intend to travel outside of your host country, please remember that most local health insurance policies will be accepted only within the issuing country’s borders.

Travel Insurance:
Travel insurance can cover a variety of potential financial risks associated with travel, such as trip interruption and cancellation, medical problems, evacuation, loss of baggage, and missed flights. Insurance costs vary widely and depend on the type of coverage you need (a particular area versus comprehensive, etc.). You can compare insurance providers and costs at www.insuremytrip.com.

Personal Property Insurance:
You should consider purchasing insurance to cover loss of personal possessions while abroad. It is possible that you may be covered under a policy held by your parents, so investigate this prior to departure. Inexpensive but limited travel insurance coverage can be found at www.insuremytrip.com.

Packing List

There are two words of advice that returning study abroad students offer regarding packing: PACK LIGHTLY! It is nearly impossible to take everything you want. Most day-to-day items you might need will be available in your host country. Europe travel guru Rick Steves reminds us: "If you can't find one of your essentials, ask yourself how more than 500 million Europeans can live without it."

Here's a few more words of wisdom from Rick Steves:

  1. "Packing light isn't just about the trip over and back—it's about your traveling lifestyle. Too much luggage marks you as a typical tourist. It slams the door shut. Serendipity suffers. Changing locations becomes a major operation. Con artists figure you are helpless. ..With only one bag, you're mobile and in control…Don't pack for the worst-case scenario. Pack for the best-case scenario and simply buy yourself out of any jams. Risk shivering for a day rather than taking a heavy coat. Think in terms of what you can do without—not what will be handy on your trip. When in doubt, leave it out."

A common suggestion is to pack your bags, then carry them around the block and up and down some stairs to see how you do; then, re-evaluate what is really necessary to take. Remember that you'll walk with your bags more than you think you will. Also, remember that every airline has restrictions on how many bags you can check and carry, and how much they can weigh. Check with the airline before you leave home, as airlines are becoming more restrictive about what they allow. Keep in mind, as well, that you will acquire things while abroad that you will want to bring back with you, so consider taking an empty suitcase with you.

What follows is a checklist of packing suggestions:
· passport and visa
· photocopy of passport (kept separately from passport)
· traveler's checks, credit cards, currency from your host country
· money belt and/or passport pouch
· proof of insurance
· personal medical records
· prescription medications in original containers and copies of prescriptions in generic form
· eyeglasses/contact lenses, including extras and prescriptions
· converter and/or electrical adapter
· travel first aid kit and sewing kit
· camera and equipment
· travel alarm clock
· pocket knife (pack in your checked baggage)
· International Student Identity Card
· calling (phone) card
· insurance card
· insurance claim forms
· study, work, or volunteer abroad approval letter if applicable
· acceptance letter from your host university
· your academic adviser's phone number and e-mail address
· language dictionary
· extra passport-size photos for any ID cards you may need abroad
· photos of your family and friends, college, and your home
· gift items for your host family and/or other friends you meet abroad
· country travel guide
· toiletries (for women, feminine products)
· contraceptives
· dress outfit and shoes
· swimming suit and exercise clothes
· robe and slippers
· umbrella
· travel information provided by your sponsoring program or university abroad

You can find more packing lists and suggestions in many guidebooks. It's best to use a list from the guidebook for your host country.

A packing list for women is available at www.ricksteves.com/plan/tips.
Universal packing list: http://upl.codeq.info
The Center for Global Education's Study Abroad Student Handbook Packing Section