Outgoing Students - Pre-departure Information
UMaine Predeparture Guide
Twenty years from now you will be more disappointed by the things that you didn’t do than by the ones you did do. So throw off the bowlines. Sail away from the safe harbor. Catch the trade winds in your sails. Explore. Dream. Discover. ~Mark Twain
Planning, applying, and preparing to study abroad is an exciting time, yet it can be overwhelming. Talk with your study abroad advisor, read as much information as possible, and talk to students who have returned from your program and/or host country.
Student’s Responsibilities
You, as the student, should assume primary responsibility for planning and preparing for your study abroad experience. This is a great opportunity to become organized and a good test in being on your own perhaps for the first time in your life. The study abroad staff at the Office of International Programs at the University of Maine is available to answer questions and offer guidance. The staff at the host institution abroad can answer program-specific questions.
You will receive some time-sensitive materials from our office and the host institution and/or program provider, and it is critical that those be returned by specified deadlines. We also encourage you to keep your family informed about your study abroad program and to refer them to relevant websites and resources for additional information. The federal law known as the Family Education Reform and Privacy Act (FERPA) prevents us from releasing student information even to immediate family members unless we have permission from the student. To learn how to check and change your settings, visit www.studentrecords.umaine.edu/records/confidentiality/ .
Academic Policy
Study Abroad programs are just that – study. They are not vacations or tours in foreign countries, or a break from a student’s studies at UMaine. We expect students to attend classes, meet all course requirements, stay for the duration of the program, take their examinations, and earn respectable grades during their time overseas. All approved study abroad programs are accredited, and the student can transfer successfully completed courses to UMaine. Students need to earn abroad the equivalent of C- or above (B or above for graduate students) in order to transfer academic credit back to UMaine.
During the duration of the study abroad program, you will be registered as a UMaine student studying abroad. This information will be visible in your Student Service Center in MaineStreet. While abroad, you must maintain full-time status, i.e. you should take courses at the host institution equivalent to at least 12 UMaine credits for a semester program (9 for grad students), and at least 6 credits for summer programs. If you do not fulfill this requirement, your financial aid may be affected. Before the student departs campus, all proposed study abroad courses will be pre-approved for transfer credit via the International Study Away Registration form signed by the study abroad advisor, the academic advisor(s) or program coordinator(s), and the dean of the student’s college.
It is very important that you find out as much as possible about the educational and grading system of your host institution from the study abroad advisor, past participants, current exchange students from that school, provider representatives, and online. In many countries higher education is a privilege, and one thing you may learn very quickly is that there is less hand-holding in universities abroad than at UMaine. Grade inflation is also nonexistent abroad. Overall, UMaine study abroad students have done well academically while abroad but have sometimes needed to make adjustments in their work/study habits.
Financial Aid
If you are participating in a direct exchange program, you will pay to UMaine per semester the regular UMaine tuition and fees for 15 credit hours. The exception is that students participating in the exchange program at the American University in Bulgaria pay UMaine for tuition, fees, room, and board. Students participating in recommended programs (API, ISA, GlobaLinks, USAC, etc.) pay a comprehensive program fee to the program provider directly. Expect an invoice from the recommended program, and remit payment according to the organization’s payment schedule. Most programs will work with you to create a payment plan.
Financial aid will not be released until AFTER you arrive at the host institution and register for classes: at that time, you must complete our Verification of Study Away Enrollment form (provided in our predeparture portfolio), have it signed by a host school administrator, and fax or scan it to OIP so that financial aid can be processed and disbursed. The Offices of Student Financial Aid and the Bursar process aid once weekly, with funds released to student UMaine accounts or mailed out (within the U.S.) according to prior arrangements. The student cannot access the funds from abroad; neither can UMaine send the funds abroad to the student. Therefore, it is critical that students have enough funds for the first two months, and in some cases longer, until financial aid funds are available. You will need to have Power of Attorney in order for financial aid funds to be released to your parents or directly to your study abroad provider. Scholarship recipients should confirm with the appropriate scholarship agency or administrative office that those benefits will apply if the student studies abroad. Students studying abroad can request a payment plan through the UMaine Bursar’s Office.
Power of Attorney
Giving a family member or trusted friend power of attorney while the student is abroad is a good idea. Power of attorney gives that designated person the power to act on the student’s behalf in case a legal document requires a signature. This is especially important if you receive financial aid. You can also give someone power of attorney by simply writing what duties that person will be allowed to perform on your behalf and having the paper notarized.
Money
Traveling with large amounts of cash is not recommended. Consider using several different forms of payment for expenses. Debit cards, credit cards and cash can all be used effectively depending on the country. It is always good to have some local currency when you arrive on site. Purchase a small amount of the foreign currency at your local bank (allow at least two weeks for processing). You may also exchange a small amount of U.S. dollars upon arrival at the international arrival airport where the exchange rates and fees are better than at the departing U.S. airport. You can open an account at a local bank and transfer the funds from your U.S. bank to the local bank for easy access. Local banks and ATM machines in the host country usually offer the fairest exchange rate, but you will pay a small fee per transaction.
Most study abroad students use their debit card overseas. Check with your bank to make sure your debit card will work abroad, and ask if the bank has any fees for international transactions. Tell your bank you will be using the debit card abroad so the bank does not freeze your account assuming there are fraudulent charges from overseas. You may wish to adjust your daily and weekly withdrawal limits.
Credit cards can be used to pay for purchases and to withdraw foreign currency if an emergency arises. Some credit cards are widely accepted, although some countries will allow only cash for financial transactions. Check with your credit card company to make sure your card will work abroad, and find out if they have any fees for international transactions. Tell them you will be using the credit card abroad and provide the dates, so the bank does not freeze your account assuming there are fraudulent charges from overseas. Check before you leave to be sure the card PIN number can be used overseas!
Travel Plans
You can start researching travel costs and available flights, but you may want to hold off booking flights until you receive an acceptance letter, and for some countries you should wait until you secure your student visa. When booking, don’t focus solely on the cheapest airfare. Pay attention to layover time between connecting flights, how many connections you have to make, and arrival time at the final destination. Traveling overseas can be exhausting and bewildering. If a direct flight costs just a little bit more than another that has several connections, opt for the former; the convenience will be worth the additional price.
The student will receive arrival instructions from the host university or program. Unless other arrangements are specified, we recommend that students plan to arrive on a weekday and during office hours in case they need help. It is also a good idea to make travel plans with other UMaine students participating in the same program. Develop a contingency plan in case something goes wrong with your arrival plans. Bring $50-150 in foreign currency for food and drinks during a layover or to take a taxi immediately after arrival. Carry a change of clothes in your carry-on in case your luggage is delayed. Have the address of your residence hall or apartment with you. Find out what transportation you will use to get from the airport to the housing location, and whom to contact once you arrive on site; preferably, have pertinent phone numbers with you. In fact, write down all critical contact information and keep it in your wallet. But plan ahead: your cell phone from home will not work abroad unless you purchase a global plan.
Finally, tell your family that you will call when you arrive on location, but remind them to be patient because you will be tired, may need a nap, and may not have immediate access to a phone or a computer. As soon as appropriate, ask your resident director or local staff to let you send an email from the office to your family. Do this as soon as possible— they will be waiting anxiously!
Packing
Make sure you pack all vital documentation in your carry-on luggage. Before you leave the house for the airport, check one more time to be sure you have all essential documents!
When you arrive at your destination, you may have to walk from the airport to a train, taxi, or bus station, walk a few blocks from there to your residence, walk more if you get lost, and go up a few flights of stairs to the apartment or residence hall. (Elevators may not be available!) You must be able to do all these while hauling your luggage. Pack just the essentials — clothes for a week, prescription medications, extra pair of lightweight shoes, computer and camera, small bag containing toiletries and cosmetics, and important documents. Do not bring anything you do not want lost or stolen, such as valuable jewelry or family heirlooms. There are now stricter government regulations about luggage weight and what cannot be packed in a carry-on bag. Check with the airline about weight limits and the State Department website www.travel.state.gov about items that can be brought on board a plane.
No student has ever complained of not having packed enough! On the contrary, every single returned student advises outbound students to not bring too many clothes and shoes. What is fashionable here may be passé at the host country (often a year ahead of the United States), so students will most likely want to buy new things.
What to bring? Pack a sturdy, broken-in, comfortable pair of shoes because you will do a lot of walking; in many countries, walking is how people get around in cities. Pack clothes that can be washed and dried easily. You might consider bringing some small Maine souvenirs (keychain, lanyard, fridge magnet, etc.) for your overseas academic advisor, exchange student coordinator, and resident director or host parents. Most things that are available in the U.S. are also available overseas. Thus, hairdryers, toiletries, linens, eating utensils, electronics, and other everyday items are best purchased onsite.
Passport
Apply for a passport if you do not have one. Make sure your passport does not expire for at least 6 months after the end of your study abroad program. Renew it if necessary. You can apply for a passport and have pictures taken at the Orono Post Office (207-866-2566) or the Bangor Post Office (207-941-2016). Visit the U.S. Department of State at www.travel.state.gov for passport information.
Visa
A visa is an entry/residence permit and official permission granted by the authorities of a country via its embassy in the U.S. It is usually a special stamp printed on a passport page. For most countries, you will need to obtain a student visa for a semester-long study abroad program. Some summer programs do not require one. In order to acquire a visa you must have a valid passport and a letter of admission from your study abroad program. Some countries have additional requirements such as a medical exam or certification of finances and/or proof of insurance. For all countries requiring visas, except for Australia, the student must leave the passport at the consulate during the processing time. You may be required to travel to Boston or to another consulate to apply for the visa in person. You may also have to appear in person to pick up your passport after the visa has been issued. Therefore, delaying the application process until close to the start of your program is strongly discouraged. Information on applying for a visa may be obtained by contacting your host country’s consulate or embassy in the U.S. Check these websites for the phone number of the consulate that has jurisdiction over your place of residence: www.embassyworld.com or www.embassy.org .
Students apply for a student visa upon acceptance to a study abroad program. Most consulates do not allow students to apply any earlier than 90 or 120 days prior to departure. It is strongly recommended to allow 4-6 weeks for visa processing time. Some consulates will require the student to appear in person when submitting the visa application and supporting documents. Some also require in-person retrieval of the ready passport, while others will mail the passport to the home address in a pre-stamped envelope provided by the student. Contact the nearest consulate for your host country to determine application procedures. Some student visas cost up to $200. Go to http://www.embassy.org/embassies/ to find foreign embassies and consulates in the U.S.
To determine if you need a visa, contact the Study Abroad Advisor or your program provider. Not every country requires a student to obtain a visa. Also, visa regulations change frequently, and it is your responsibility to meet all requirements.
Data file
Gather all of the information and documents you and you family might need while you are away; leave with your parent/guardian or trusted friend:
- Contact information for you (street address and cell phone number abroad)
- Contact persons – on-site resident director or study abroad advisor at the host school – and for recommended programs the home office of the provider
- U.S. State Department Office of Overseas Citizen Services − Citizen assistance section of the U.S. embassy or consulate nearest your program site
- Insurance policy number and how to submit claims
- Emergency and communication plan
- Your bank account and credit card numbers, and contact info in case of loss
- Your passport number and duplicate lost passport kit containing: two passport photos, official copy of your birth certificate, copy of your passport information and visa pages
- Program calendar
- Name of local physician if you require medical supervision
Safety Issues
UMaine carefully selects its exchange partner institutions and recommended programs. We stay informed of safety issues where our students are studying abroad. We recommend that you use www.travel.state.gov and www.cdc.gov to read about the country and receive updates.
Insurance
UMaine requires all study abroad students to have health insurance coverage during their time abroad. Discuss with your study abroad provider or with your insurance company how to file claims. If you have a U.S. health insurance policy: verify that coverage abroad is provided, confirm what emergency and non-emergency services are covered, ask if services need to be pre-approved, and determine whether you will need to pay at time of service and file for reimbursement. If necessary, you can purchase an international health insurance specifically for students studying abroad, with evacuation and repatriation coverage, at www.iNext.com. Attach verification of such purchase to your release form (see Predeparture Checklist).
For routine medical services while overseas, you will pay the doctor or hospital directly and then file a claim with your insurance company later. Fortunately, fees for health services in many parts of the world are not as exorbitant as they are in the U.S. Be sure to ask the physician or clinic to provide a receipt for filing a claim at a later date. (Be sure to follow claim filing instructions and meet deadlines.)
Emergency Procedures and Contacts
1. Find out the 911 equivalent in the host country immediately upon arrival and keep it with you at all times. It is advised that these services be called first in any emergency.
2. Students and families should be familiar with a local program representative (Resident Director, Study Abroad advisor on site, or similar liaison) and should follow instructions provided for emergency situations.
3. Only after contacting the local emergency services and receiving help should the student contact his or her family and notify the UMaine study abroad advisor.
4. UMaine resources for dealing with non-life-threatening emergencies:
UMaine Public Safety – 24-Hour Assistance – +207-581-4040 (can reach Study Abroad Advisor after hours)
Counseling Center, Crisis Line Nights/Weekends – +207-581-4040
Student Health Services, Emergency Number Nights/Weekends – +207-581-4000
Study Abroad Advisor Orlina Boteva – Office, +207-581-1509 or Skype, “Orlina Boteva”
Family Emergencies
Discuss with your family what you will do in the event of a family emergency, illness or death. It is much easier to have these conversations around the kitchen table prior to your departure than on Skype or on an intercontinental phone call in the midst of a crisis.
Very Important Websites
U.S. State Department Travel Advisories and Travel Warnings: it is strongly advised that students and their family/friends subscribe to the travel advisory listserv; go to www.travel.state.gov for information and instructions.
U.S. embassies and other diplomatic missions – http://usembassy.state.gov/
SAFETI (Safety Abroad First – Educational Travel Information) http://www.globaled.us/safeti/
Centers for Disease Control and Prevention – http://wwwn.cdc.gov/travel/
UMaine Office of International Programs, pre-departure information plus travel tips and tools – www.umaine.edu/international/study-abroad/outgoing/
Medical and Dental Checkup
You should go for a physical and a dental checkup before you depart, especially if your time abroad will coincide with when you would normally schedule these appointments and/or the program is in a developing country. This will give you an opportunity to talk with familiar health care professionals about any general health precautions that are necessary, such as vaccines.
Prescription medications
Some medications that are quite common in the U.S. could be illegal in some countries. In some countries, even over-the-counter medications are prohibited. While enforcement may be inconsistent, you certainly do not want to take the risk that your medication is confiscated at customs. If you take prescription medications regularly, you should bring a supply to last throughout your time abroad, if possible. It would be wise to also carry with you a letter from your home physician or pharmacist describing your medicines, their dosage, generic names, and the condition(s) being treated. This letter could be helpful at border crossings or in an emergency. Make sure all drugs are in the original pharmacy containers and are clearly labeled. Students should carry copies of their prescriptions to avoid problems with customs. In the case of narcotic medicines, it may not be prudent to carry additional supplies because of possible customs difficulties. In that case, bring a prescription with the drug’s generic name. Foreign drugs are not necessarily closely related to those in the U.S., even if they have the same chemical formula. They may be marketed under different names and may not be available in the strengths you desire.
Students should check with the foreign embassy of the country they are visiting to make sure any required medications are not considered to be illegal narcotics. (A listing of foreign embassies and consulates in the U.S. is available on the Department of State’s website at http://www.state.gov/s/cpr/rls/dpl/32122.htm. Foreign embassy and consulate contact information can also be found on the Country Specific Information for each country.)
Emotional and Mental Health
Emotionally and mentally, international living can be stressful. Most travelers will experience a degree of culture shock during the normal adjustment period. Culture shock causes feelings of disorientation and unease, which can be intensified for students dealing with ongoing unresolved emotional or medical issues. It is thus very important that students with such problems discuss these with their study abroad advisors, mental health providers, or other trained medical personnel before leaving. Check with the program to see what psychological counseling is available, should the student need it. Bring along letters from the UMaine Office of Disability Support Services if you need academic or physical accommodations for your program. Remember, study abroad is hard work and not therapy.
FirstClass
Use your FirstClass account at least every 90 days so it isn’t automatically disabled. You can also connect remotely through a web browser at www.umit.maine.edu .
The University of Maine uses FirstClass (F/C) as the predominant means of communication with students before, while, and after they study abroad. If you use an e-mail address other than F/C, you should have mail to that address forwarded automatically to your F/C account (or vice versa) while you are abroad, and you should keep your F/C account active. Also, keep our Study Abroad Forum on your F/C desktop to enable you to communicate quickly with your fellow travelers and with your “home office” – Office of International Programs (OIP).
Fogler Library
Every September, all students need to validate their library barcodes so they will work from off-campus. This is done by checking something out or by having your barcode scanned at a Fogler check-out desk. This should allow you to access library databases while you are abroad. If you are leaving before September, contact the Fogler Library Circulation Department (foglerweb@library.umaine.edu or +207-581-1666) for advice. Also get in touch with Circulation should you find you have problems once you are abroad.
In-Country Orientation
When you arrive at your location, you will participate in an on-site orientation. At some schools it is very brief and at other places it continues for several days. Do not miss it! You will receive critical information about the program, the location, local services, course registration, and the culture.
Independent Travel
Most students take at least several trips independently in the host country or neighboring countries. It is strongly advised that students do not travel BEFORE a program starts, but arrive directly for their orientation program. You should also give yourself a few weeks on location to overcome jet lag, learn the host university/program campus, and determine your weekly budget. Only then should you plan trips. You should travel with other students and never alone. Space out your trips to allow yourself time to get to know your host city and country. Students who travel every single weekend not only spend more money than they would like to, but also miss many cultural opportunities in their base location, and often do very poorly in their classes.
Prior to taking trips away from the primary study abroad site, you should tell a responsible person (a parent, a friend, or the host country program coordinator) your travel itinerary and contact information. It is also highly recommended that you purchase a cell phone when abroad and provide that number to a responsible person. This cell phone number should also be recorded on the Verification of Study Away Enrollment form which will be completed and returned to the OIP.
Culture Shock and Adjustment
Being able to adjust to the new environment and culture is perhaps one of the most important facets of a student’s experience abroad. “Culture shock” is the term given to the collection of feelings that sometimes arise when travelers are overwhelmed by cultural differences. Symptoms can include feeling lonely, homesick, overwhelmed, fearful, angry, confused or judgmental. The onset, severity, and length of time with which culture shock will affect any one student will vary. Keep in mind that culture shock is a common and a natural part of the study abroad experience. When students first arrive at the host country, they usually feel happy and excited. Everything is new and interesting, and they want to explore it all. This is the “honeymoon” stage when students fall in love with the host country and nothing could possibly get in the way of a fabulous experience. A few days, weeks, or months later, students may start feeling somewhat disillusioned and regarding everything negatively, even though their environment has remained essentially the same. This is the next stage of culture shock and the time when some students are apt to feel that they’ve made a mistake and would like to return home. Fortunately, with effort, time, and support from family and friends, this stage usually passes and students achieve a state of balance or equilibrium with the host culture and environment. The students are finally able to discern cultural differences and feel less like interlopers in the new culture. The anger and disappointment fade as students realize that they can function effectively outside their home culture.
We hope you will not become distressed and alarmed if you find yourself complaining about your situation. In all likelihood, you are going through the second stage of culture shock. Remind yourself of all the things that can be gained from this experience. Applaud your own efforts to become immersed in the host culture. Make an effort to interact with fellow students or your host family, participate in local or university activities, and learn from mistakes. In a few weeks, you are likely to look back at these seemingly dark days and be incredulous that you even considered returning home! If you feel that your symptoms of culture shock are particularly severe, however, please contact your resident director to identify appropriate support services at the host institution; also, OIP can notify our contacts abroad if you reach out to us. Don’t remain isolated, either physically or emotionally!
Staying in touch
Discuss with your family and friends how to stay in touch. While some families have gotten used to daily calls with children who are stateside, frequent calls to and from abroad may result in high phone bills and can make it difficult for students to adjust abroad. Many study abroad students use video-conferencing software such as Skype; be sure your parents know how to use it! Often, however, time zone differences make it exceedingly difficult to schedule conversations conveniently for both parties and therefore e-mail may be a preferable form of communication.
Stay in touch – but not too often! The study abroad process will not be fully positive if you spend too much time talking on Skype or emailing folks back home all the time. Temper your email updates and phone calls to no more than once a week. Instead, create a blog or use Facebook to update everyone at once. Instead of sitting at your computer, you should spend time exploring the city, making new friends, and learning the ways of the host country. Don’t let your real study abroad experience become a virtual one.
Transfer Credit
Before returning to the U.S. at the end of the study abroad program, students must request an official transcript be sent directly to OIP. Once we receive it, we evaluate any courses which were not pre-approved and we input all transferable credits to MaineStreet. Only courses in which the student earned the equivalent of C- or above (B or above for graduate students) can be transferred back to UMaine. Abroad grades are not computed into the GPA even though they will appear on the student’s UMaine transcript. Receiving and evaluating transcripts and posting credit can take several months, depending on schedules and priorities at the host school, program provider, and UMaine.
Returning Home
“I left who I thought I was, and came back who I am.”
~Nicole Hemingway, graduate student, Semester at Sea, Summer 2011
Do not be surprised if others feel that you have changed while abroad. This is not unusual. You might dress differently, like new foods, speak differently, express new political perspectives, or even speak disparagingly of the U.S. This transition can be a positive experience, but it can have its moments of drama. Do expect comments from family and friends. Do not become frustrated. While you were away exploring the world and experiencing new things, most folks will have continued with their routines. They may actually grow tired of hearing about your amazing experiences— to your great surprise. Read up on reverse culture shock so that you understand and anticipate your reacclimation to U.S. culture, Maine, and UMaine. And be sure to be proud of your exceptional accomplishments. Share your experience by becoming a study abroad mentor to other students interested in studying abroad. Adapting to another culture, making new friends, and studying in a new system are powerful achievements. Acknowledge this as you return home, and thank your family and friends for supporting you in this unique and life-changing experience!
************************************************************************************
Useful Phone Numbers
International Programs 207-581-1509 Orlina Boteva Study Abroad Advisor
Susan Landry Study Abroad Administrative Assistant
Financial Aid Office 207-581-1330 Caryl Willette Financial Aid Questions
Bursar’s Office 207-581-1521 Saabrina Mosher Disbursement of Funds
************************************************************************************
Emergency Resources:
UMaine Public Safety – 24-Hour Assistance – 207-581-4040
Counseling Center, Crisis Line Nights/Weekends – 207-581-4040
Student Health Services, Emergency Number Nights/Weekends – 207-581-4000
Study Abroad Advisor – UMaine Public Safety can reach the advisor at home after work hours.
*********************************************************************************
Office of International Programs
University of Maine
5782 Winslow Hall, Room 100
Orono, ME 04469-5782
Phone: 207-581-1509
Fax: 207-581-2920
studyabroad@umit.maine.edu
www.umaine.edu/international/study-abroad/