Study Abroad Handbook: Travel Resources
Topics Include:
Required Documents
If you do not have a passport,
please apply immediately. Instructions are in Learning Content in your BlugoldsAbroad account. Also, be sure that your passport is valid for three to six months beyond the end of your program, depending on your host country’s requirements.
Prior to leaving the U.S., sign your passport and make two photocopies of the page with your picture and passport number on it. Leave one at home with your family when you go abroad. Carry the second copy with you, separate from your passport, in case the original is lost or stolen.
If you do lose your passport while abroad, report the theft immediately at the nearest U.S. consulate or embassy. They will assist you in replacing it. Local police authorities should also be notified.
A visa is official permission to visit a country granted by the government of that country.
Please note that past criminal convictions may impact your ability to get a visa. Contact your UWEC study abroad coordinator with any concerns.
The CIE will provide basic immigration information, along with visa instructions and an application form/link to an application form if needed, as part of your pre-departure preparation.
It is your responsibility to keep up-to-date about student visa requirements for your host country and, if required, to apply for and receive a visa from your host country's consulate or embassy.
Visa issuance is completely at the discretion of the consulate or embassy. They can choose to issue the visa ONLY for the dates of study, or they can refuse to issue a visa if your dates of study are shorter than the required time for a visa, even if you wish to extend your time with personal travel. They are free to deny any visa application without any explanation whatsoever. (The U.S. government reserves this same right with any foreign nationals requesting a U.S. visa.) Therefore, it is important that you:
- Remain pleasant and polite when dealing with consular officers, whether via e-mail, on the phone, or in person.
- Remain calm and flexible throughout the visa application process.
- Follow the instructions from the host institution if they differ from CIE information. Please notify the relevant Study Abroad Coordinator of this information, since it is frequently sent only to the student.
- Prior to submitting your visa application, check the website of the consulate or embassy of your host country to make sure no changes have been made since you received your orientation materials.
- Become a Facebook or Twitter follower of the Consulate/Embassy of your host country as many issue visa updates via social media.
Visa for Personal Travel:
If you plan to travel to other countries while you are abroad, you should verify visa requirements for each country by contacting the nearest consulate, embassy or your travel agency. Many countries do not require U.S. citizens to obtain visas for tourist visits of less than three months, but you need to know before you go!
Visas for Non-US Citizens:
Non-U.S. citizens should immediately contact the consulate of the country where they wish to study and follow their instructions. Obtaining a visa for non-U.S. citizens can be a lengthy process. Non-U.S. citizens are strongly encouraged to use a visa processing company as the visa rules and requirements are often different for citizens of other countries. CIE staff may not be aware of all the different rules and requirements that apply to non-U.S. citizens.
If you are an international student, contact UWEC International Student Services as well, they may have additional paperwork they need to sign in order for you to return to study at UWEC.
The CIE provides basic visa information, but CIE staff cannot offer immigration advice or call the consulate on your behalf. If you have a lot of questions about your visa application, and your host country allows it, consider using a visa processing company.
Visa processing companies charge a service fee in addition to the host-country visa fees. Service fees vary between companies, the type of visa (i.e. student vs. work), and whether you are pursuing regular or expedited service.
Below are the names and web addresses visa processing companies that may be able to assist you. Please address questions directly to the companies.
(Return to top)
These are general suggestions. You will receive a specific packing list at Orientation 2 and in a weekly email from your peer advisor.
Rule #1: Pack Light
The week before you leave, pack everything you think you need and walk around the block. If you have trouble, you have packed too much.
Other ideas for packing include: rolling your clothes, putting items inside of shoes (e.g. socks or underwear inside dress shoes in your suitcase), using space saver bags, and putting items such as underwear in Ziploc bags (if security searches your bag, they will quickly be able to see what is inside.)
Rule #2: never pack essential documents or items (i.e. passport, immigration documents, medicine, anything you could not do without for a few days) in checked luggage.
Have important documents and money in a money belt and allowable personal items in your carry-on: a toothbrush, contacts, eyeglasses, medications, and a change of clothes.
Rule #3: There are many personal items you cannot pack in your carry-on.
See the
Transportation Security Administration for current information.
Many airlines permit you to check one piece of luggage free on international flights, but this varies by airline. Recently airlines have been introducing "basic economy" seats on international flights and those are usually very restrictive on whether or not you get a free bag. Make sure you understand the terms of your ticket when you purchase. You are also generally allowed one carry-on. Airlines have become very strict about size of carry-on luggage. Verify all requirements, including weight and size limits, with your travel agent or the airline itself.
If you plan to travel a lot while abroad, past participants recommend bringing a backpack. A suitcase with wheels or a collapsible luggage carrier can also be useful. It may be easier to carry two medium-sized suitcases than one large one.
Have luggage tags with the address of your host site, found on the Contact Page of your program guide on all bags. You do NOT want your home address on your luggage, as you do not want it sent back to the U.S.
All luggage should lock for travel within the country, but do not lock it for the airport sections of your journey. Padlocks can also be purchased for backpacks, or you may wish to purchase an external mesh covering, since it is difficult to lock every pocket.
Take clothing that is machine washable and does not wrinkle easily. Choose a color scheme and bring mix-and-match clothing that can be layered. Dark colors show dirt less quickly when you travel.
Shop on Arrival
Students often stress out about forgetting to pack something. Remember that the country you are going to has stores! You may not find the exact same product that you use here, but you will find something similar.
- "Bring half of what you really want to bring!"
- "If you don't wear it at home, chances are you won't when abroad."
- "Think practical, not fashionable. If your clothing is not comfortable, you won’t be comfortable.”
- “Comfortable walking shoes are essential."
- "Pack some basics: hangers, school supplies (notebooks, writing utensils, scissors, folders, flash drive, tape, post-its, calculator) and personal items. Then you can leave these things behind, making room for souvenirs."
(Return to top)
It is your responsibility to make travel arrangements to your host site.
- Information about dates and airports will be in your program-specific guide or e-mailed to you when available.
- Many countries require roundtrip tickets for a student visa application. Be sure you know the requirements for your country before booking a flight.
- Consider traveling with another program participant, a travel companion can make arrival in a new country much less intimidating! You will be able to discuss travel with other program participants at Orientation 1.
- See below for more information and guidelines on booking.
The cost of your airline ticket is your responsibility. You may wish to purchase travel or trip cancellation insurance when you buy your ticket in case your plans change unexpectedly. Discuss your options with your travel agent and know exactly what the policy covers. (For example, most policies specifically exclude travel disruption due to acts of war.)
When you first arrive by air in a new country, you will to through the immigration process. This happens before you pick-up your checked luggage. Follow the signs (and the crowds) when you get off the plane. Once in the immigration area:
- Join a line for non-citizens/visitors. There are usually separate lines for citizens of that country or region (such as the European Union) and other lines for non-citizens/visitors
- Put away your cell phone. Calls and photos are not allowed in the immigration area. Therefore, be sure to have printed copied of your immigration documents!
Immigration Process
When you get to the front of the line, an immigration officer will review your required travel documents. This will always include your passport, and may include other items if required by your host country, such as your visa, a declaration or disembarkation form (provided by flight attendants during flight), or other documents such as an acceptance letter from UWEC and your host university, or proof of funds to support yourself. Only show the items you are specifically asked for. Requirements for your country are in your program specific materials.
The officer will also ask you some questions. These often include:
- What is the purpose of your visit?
- How long are you staying?
- Where will you be staying?
Some countries require photographs or fingerprints; the officer will take them or you’ll complete these at a kiosk, if needed.
Once you are approved, the officer will stamp your passport. The stamp may specify the length of time you are authorized to stay.
Customs officials are responsible for controlling material goods, animals, and hazardous materials entering the country. Customs laws and regulations are set by each country.
You will receive a Customs Declaration Form while on the airplane. Fill it out right away. Most forms ask for your departure city/country, arrival city/country, your flight number, and any restricted goods you are bringing to the country. Restricted goods will usually be listed on the form.
If you have a connecting flight, and your luggage is checked through to your final destination, you usually only collect your checked luggage at your final destination. However, you may need to complete a customs declaration for your carry-on luggage when you transfer planes.
Here is a
U.S. Customs form, as an example. (You will need to complete one of these when you return to the U.S. at the end of your time abroad.) Many international airports have information on their websites about going through immigration and customs. See a few examples below:
Customs Process
Once you clear immigration, follow the signs to baggage claim and pick up your luggage. You must carry your own luggage through Customs.
After getting your luggage, join a Customs line. When you reach the front, give your declaration form to the official. They may inspect your luggage, or they may just wave you through. You may notice the Customs official using dogs. These dogs are trained to sniff any unwanted foods/drugs/etc. Do not pet the dogs.
If your luggage does not arrive with you, contact any airport official in the baggage claim area. Fill out a Lost Luggage Claim with your address abroad and find out how to claim your bag once it arrives. You may be tempted to wait for your luggage to appear, but experienced travelers recommend that you do not. It is almost always a waste of time.
Getting to Your Site
Your program guide will have specific information on how you get from the nearest airport to your host site.
Many host sites offer some form of organized travel, whether required or optional. Details are in your program guide. You may also wish to take advantage of your time abroad to do some personal travel.
Remember that this is not an essential element of a successful study abroad program. Often students who stay in their host community and make connections there through volunteering or getting involved in student organizations have the richest experiences, ones that they can build on in the future.
Travel guides such as Let’s Go, Rough Guides, Rick Steves, and Lonely Planet receive good comments from study abroad participants and are available at any major bookstore or online. Both the University library and the Eau Claire public library have several if you wish to compare before you buy.
Downloading Maps
You can download sections of Google maps for offline use on your phone. Even in airplane mode, your phone’s GPS will still work. This can be very helpful in a new city. To learn how to do this, Google "how to download Google maps" and follow the instructions for your device.
Youth hostels provide an economical alternative to hotels for the budget traveler. Hostels have varying regulations and restrictions. Some impose curfews, some require that you have your own sheets, etc. Many will require that you have an International Youth Hostel pass. For more information, call the Hosteling International/AYH national office at (240) 650-2100 or visit their website at
www.hiusa.org.
Advice from a past student: “When it came time to plan my travels, I set up the hostels first.”
A tip for staying in a hostel--bring your own sheets. Sew two sheets together so they look like a sleeping bag. Attach a pocket to put a pillow in. This allows you to sleep in something clean.
Ride-sharing and home-sharing companies, such as Uber, Lyft or AirBnB, are regulated differently in different countries, and sometimes even in different cities within countries. In some countries they are illegal; in some countries they are legal but unregulated. Because this is an ever-changing environment,
monitor the status of such companies in your host country and places you will be traveling, in order to make an informed decision about whether or not to use them. If you feel you will want to use them, be sure to download the apps before you leave the US.
(Return to top)
Following is a list of travel agents, airlines and travel booking websites that UWEC students have used in the past. This is by no means an exhaustive list it is simply a starting point. You will probably want to call several agencies/check several on-line agencies to find the best price.
*The agencies/websites listed are for your convenience and there are many more options to choose from. They are in no way endorsed by the Center for International Education.
**STA offers students a “book now/pay later” option where you can pay a deposit to lock in a ticket price and pay the rest of the fare closer to departure.
Note that while you may find better prices on-line, working through a travel agency can be helpful in the event of airline strikes, flight cancellations or other unanticipated travel changes.
You may also wish to purchase trip cancellation/travel insurance. Discuss your options with your travel agent.
Students sometimes ask if they can buy one-way tickets.
For many countries, roundtrip tickets are required for you to get a student visa. Be sure you know your country’s visa requirements before purchasing a one-way ticket. In addition, while it is often easy to find inexpensive one-way tickets out of the US, it is much more difficult to find one-way tickets to the US. Be sure you check into that before deciding to purchase a one-way ticket.
Keep in mind that advance booking is required, so begin exploring your options soon!
Don’t forget to turn in your FLIGHT INFORMATION either to your host site or to the CIE as soon as you have booked your flight.
- Do not make flight reservations until your program dates have been confirmed by your host site.
- To participate, you must maintain program eligibility requirements through the term prior to departure. Other unexpected circumstances may also force you to change your plans. Wherever you choose to book your ticket, be sure it has a low cancellation fee. (Note that a non-refundable ticket means just that--the airline or agency will not refund anything if you do not use the ticket.)
- Be sure to buy a ticket with a low change fee. This is particularly important if your host university does not publish final exam dates until after the semester has begun. Change fees can run anywhere from $50 to $350 or more. International flights tend to be on the higher end of the range from $250 to $300.
- Changing your return date is subject to seat availability.
- It is generally less expensive to fly on weekdays than on weekends.
- Do not purchase a one-way ticket unless you know it’s allowed by your host country’s visa process.
- You may be able to get a better price if you are willing to take a less direct route.?
When calling travel agents or searching online, you will need the following information:
- The date you plan to ARRIVE in the country and the date you plan to DEPART from the country
- If you have an International Student Identity Card, have the number handy. The best fares available are generally student or youth fares, and travel agents use the ISIC card to verify your eligibility. If you find a fare that requires the card, you can usually get one through the travel agency.
Below are questions to ask to help ensure that the online agency you are dealing with is reputable:
- Is this website approved by the Better Business Bureau Online (BBB Online)?
- Are transactions secure? Look for Verisign or TrustE insignias, which assure users that privacy policies and SSL encryption are in place.
- Does the Website clearly post a privacy policy and terms of use?
- Does the Website “bait & switch” customers? Are rules of purchase/deals clearly displayed?
- Is there a customer service center that can be contacted in case of questions or emergency? Try calling them before you book, to see if the phone is actually answered.
- Who does the Website partner with? Have you heard of these partners?
- What airlines would you be flying on? Are they well known carriers?
- Are the route/itinerary clearly displayed, and is there enough time to make connecting flights?
- What are the rules, restrictions and penalties for ticket cancellations or changes? Can these be made directly with the carrier?
- Is the site understandable and easy to use? A website is an online shop, and the quality of the website is a testament to the company’s commitment to their product.
- Does the website sell ARC endorsed tickets and/or e-tickets? These are the best way to go online, because the agency has paid for the ticket prior to departure. Some student travel agencies sell their own paper tickets for air travel and reimburse the airlines only after the customer’s travel is completed. If the agency goes bankrupt, this can cause many problems for the ticket holder.
(Return to top)