Pre-Departure Planning

Deadlines

When applying to study abroad, and particularly once you have been accepted, there are a variety of tasks to complete and deadlines you must meet. It is important that you check the CGE website and read all communications from the CGE to ensure that you complete things accurately and in a timely way. Your offer of admission may be rescinded if you miss deadlines and/or fail to complete requirements.

Application deadline: The application deadlines for Fall and Summer programs are in late September/early October. The application deadlines for Spring and J-term programs are in late February/early March.
Commitment Deadline: All students must indicate if they are accepting an offer of admission to their programs by the commitment deadline. The deadline for all programs is generally one month after acceptance.
CGE Portal Tasks: After committing to your program, make sure to complete the tasks on the CGE Portal profile. Submit the required documents and information, and complete the trainings by the deadlines or your offer may be rescinded!
Goal-Setting Workshop: All participants are required to participate in a goal-setting workshop on campus the semester before they go abroad. After committing to a program, you will sign up for a workshop on the CGE Portal.
Pre-Departure Orientation: After committing to a program, students must attend a mandatory pre-departure program meeting and an orientation for all admitted study abroad students. These meetings will cover important information including academic policies, health and safety, insurance, flights, financial planning, and more. Dates are announced well in advance.
CGE Travel Grant Deadlines: This funding opportunity is open to students participating WS semester-long study abroad programs to help defray travel and related costs. For more information on eligibility and requirements, please visit the CGE Travel Grants page. The deadline to apply is September 15 for Spring semester programs and February 20 for Fall semester programs. (Note: those studying in Germany and Japan have access to other sources of funding and are ineligible for SIIF grants.)
SIIF/MEG Grant Deadlines: Students participating in HWS semester-long programs may apply for a SIIF grant to help fund an independent project abroad (Note: those studying in Germany and Japan have access to other sources of funding and are ineligible for SIIF grants). The MEG grant is open only to students studying in Maastricht. For more information on these grants, please visit our Financial Aid/Scholarships page. The deadlines to apply for these grants are October 25 by 11:59pm for Spring semester programs and March 25 by 11:59pm for Fall semester programs.
Register for CISI Student Health Insurance: All HWS study abroad students are provided international medical coverage through our partner CISI. You will receive a welcome email from CISI at least one month before departing for your program, at which time you must register.

You will be sent further information on program-specific deadlines and tasks once you have been accepted and have committed to your program.

Power of Attorney/Medical Release

Sometimes, after students have departed the US, important issues arise that require legal signatures or procedures. An example is a student loan or financial aid document that requires a student signature – but you will be gone and a fax, scan, or photocopy may not be considered “legal” in lieu of an original signature. We recommend that you consider signing Power of Attorney over to your parent(s)/guardian(s) to cover such an eventuality. Since the form and process varies from state to state, we cannot cover all options here but you can easily find Power of Attorney information on the internet. In a similar vein, prepare and sign a general release giving permission for insurance companies and medical practitioners to speak with your parent(s)/guardian(s) in the case of emergencies and so that they can help you make medical decisions and/or file claims on your behalf. Bring a copy with you and leave one at home. If you are uncomfortable signing a general release, you can sign more limited or specific releases to control or release specific sorts of information. Note that if you are over 18, medical providers may refuse to share any information at all about your condition without such written consent. You can download a template for this release form here.

Flights

Pack a few toiletries in your carry-on bag—toothbrush/paste and medications in their original bottles with the prescription label visible. A backpack as a carry-on works well. Get up and walk to keep your circulation going and make sure to drink a lot of water during the flight.

Most programs do not have a group flight and you will need to make your own travel arrangements. The CGE works with a reputable travel agency and if you choose to use this agency you have the option to charge your ticket to your HWS student account, enabling you to pay later. We will provide information on flights, local transportation, and connecting with your program upon arrival. In addition to information provided by the CGE, be sure to monitor your email and review all information from partner institutions involved in your program.

After you have made your travel arrangements, upload your flight information on the CGE Portal.

International Travel Policy

Hobart and William Smith Colleges have established an international travel policy that applies to students participating in off-campus study programs offered through the Center for Global Education, students traveling abroad with HWS faculty or staff for various types of academic, athletic, or cultural activities, and individual students or groups of students pursuing any independent international activity funded, credited, or otherwise supported by the Colleges.

Specifically, students traveling abroad as part of programs sponsored by the Colleges (as well as those participating in an internship or other activity using funding provided by the Colleges or receiving credit from the Colleges) are prohibited from traveling to a location classified by the US Department of State through its Travel Advisory system as Level 3 or 4 or as a high risk (“Do Not Travel To”) area in any country. Exceptions will be considered only in extraordinary circumstances. Any violation of this policy will result in dismissal from the program. Please review the full description of the HWS International Travel Policy here.

Passports and Visas

You will need a passport to participate in any of our study abroad programs. If you do not yet have a passport, apply for one as soon as you are accepted as processing times can take months. You can find more information on the passport application process on the US Department of State’s website here. Make sure your passport will be valid for at least 6 months after the end of your program; if it will not you will need to renew your passport.

If your program requires a visa, you will receive instructions from the CGE and/or a partner institution once you have been accepted. Some countries will require you to obtain a residency permit upon arrival. Watch for communications from both the CGE and your program regarding how to apply and what documentation you will need.

Make copies of your passport’s identification page, pages with entry stamps, and your residency permit and/or visa once you have one. Carry one copy in your hand luggage separate from your passport; leave one with your parent/guardian. Scan and save a final copy in a secure electronic file to make replacement easier should your passport be lost or stolen.

Packing

Overpacking is one of the most common challenges for students going abroad. You will generally need and use far less than you expect. Leave space for anything you purchase abroad and want to bring home. What you do pack will depend on the destination and time of year. We will give you a program-specific packing list once you have been accepted but have included a few general guidelines below.

Check your airline’s baggage allowance! There is some variation, but many airlines allow one checked bag, one carry-on, and one personal item on international flights. Remember to weigh your bags before going to the airport to make sure they don’t exceed your airline’s weight limits.
If you are planning to travel independently during your program, make sure to check the carry-on luggage guidelines for airlines in your destination and choose a daypack that fits their restrictions. Many international airlines have very restrictive luggage requirements, and it is useful to have a smaller daypack for weekend or independent travel.
Be aware of the weather at your destination for the period that you will be there. Remember, the seasons in the Southern Hemisphere are the opposite of those in the Northern Hemisphere.
Stores at your destination will carry items like toothpaste and toiletries. You may want to bring a few travel-size products to get you started, but bringing full-size products is generally unnecessary unless you have a specific preference or need.
WHAT NOT TO BRING
- More luggage than you can carry on your own
- Expensive jewelry and electronics that might be stolen

Laptops and Electronics

Different countries use both different outlets and voltages, and so you will need to bring adaptors for your electronics. There are two kinds: Plug adapters are inexpensive – they allow you to plug into a local outlet but do not alter the voltage. Voltage converters convert the local voltage level into one your device can manage but are more expensive. Most laptops and smart phones can handle the difference in power, meaning that you might only need the plug adapter, not the voltage converter. Cameras, hairdryers, and other electronics may burn out on the local current. Consider buying small appliances locally if you must have them.

Theft is the most common crime affecting travelers. Do not bring anything without first considering the impact of it getting stolen or having to worry about it all the time.

Two general rules for all electronics: 1) bring copies of your receipts. If your equipment looks new, upon return to the US, you may be asked to pay customs duties if you don’t have a receipt to prove that you didn’t purchase it abroad; 2) investigate insurance for your electronic devices and other expensive items. These might be covered by family’s homeowners’ insurance policies or as a separate rider. Alternatively, National Student Services offers a “Student Personal Property Plan” to protect/insure personal belongings. Check it out at http://www.nssi.com/.

If you need access to HWS technological resources from off campus, please contact IT to request VPN access. You may send an email to helpdesk@hws.edu.

Hobart and William Smith Colleges