C e n t e r     f o r     International  Academic  Programs

Pre-Departure Handbook

Preparing For Your Trip Abroad

As the time to leave for your study abroad experience draws closer and the enormity of what you are about to do finally hits you, you may find yourself beginning to panic. You may ask yourself if you are really ready to live in a foreign culture, away from the life you know and your friends and family. A thousand questions may start to plague you. What do I do if I get sick? Or arrested? Do I have all the necessary documents to pass through customs? How will I get along with people and make friends? Perhaps you will question your decision and doubt your preparedness.  The following section is geared specifically to help you get prepared, for your study abroad program. By carefully reading this portion of the handbook and by following the suggestions and tips, you will be well on your way to an increased understanding of what you are about to experience. You will start to become acquainted with your host country and will overcome some of the doubts you may have about leaving the familiar, safe surroundings of your home culture.

Practical Preparation

 Even before you begin to think about packing or buying your plane ticket, there are a number of things you need to take care of here to maintain your student status, apply financial aid to the costs of your study abroad program, legally leave the country and generally experience the joy of bureaucratic run-around.

A. Apply for a passport
If you haven't already applied for a passport, you should do so immediately. The passport is your official identification as a citizen of the United States. Passport applications can take anywhere from two to eight weeks to process. A passport is valid for five years for individuals under 18 years of age, and is valid for ten years from the date of issue for individuals 18 years of age and older, unless specifically limited to a shorter period of time by the Secretary of State. A new passport will be required for travel after expiration of the five or ten year period.

Before applying for a student visa (which is required for some study abroad programs) you will need to know your passport number. Both of these procedures take time, so don't wait until the last minute to apply. Do it today!

Passport applications are available at the U.S. Post Office, 108 W. 63rd, (816)361-5675 in Brookside. A Passport Clerk is available Monday-Friday, 9:00 AM to 4:00 PM. You must present the following with your passport application:

• Proof of U.S. Citizenship (previous passport, certified copy of birth certificate)

• Two Passport Photographs (taken within past 6 months, 2x2 in, color or b/w)

• Proof of identity (previous passport, certificate of naturalization, valid Driver's license, government or military ID)

• Passport fee of $85.00. Cash, check or money orders are accepted (the fee is divided – bring 2 checks)

Don't forget to provide your Social Security number - If you do not provide your Social Security Number, the Internal Revenue Service may impose a $500 penalty!

When you receive your passport, sign it in ink and fill in the address and notification data at the front of the passport in pencil. Do not alter the passport in any way. Guard it as you would any other valuable. Keep a copy of the official page in a separate but safe place, and leave another photocopy with a friend or family member at home and with IAP. This will speed up the process of replacing a lost passport.

Loss or theft of a valid passport should be reported immediately to Passport Services, Department of State, Washington D.C. 20524, or the nearest passport agency. If the loss occurs while abroad, you should notify the nearest U.S. embassy or consulate. Theft of a passport also should be reported to the local police.

Ask your parents or designated emergency contact to obtain a passport, just in case they need to go abroad to help you in an emergency.

B. International Student Identity Card:
International student ID cards are available at the Student Life Office at the University Center – G6.  The card is $24 if you do not have a picture or $22 if you provide one.  The card entitles you to a number of discounts on travel, accommodations, museums etc. - especially in Europe. The card also entitles you to use the services of Council Travel (1-800-2-COUNCIL), a student agency that often provides the lowest rates available on flights (make sure to shop around).

The ISIC also offers a limited health insurance policy that covers you while you are abroad. The coverage is meant to be supplemental and you should NOT count on it as your primary coverage while abroad. Two areas of coverage on the card that are not part of many "normal" health insurance policies are medical evacuation and repatriation of remains. The ISIC card also provides access to a translation and interpretation service, and this service can help you obtain medical treatment even if you cannot pay for this treatment up front. From outside of the U.S., call collect: (715)342-4104. IMPORTANT: Carry this phone number with your ISIC card, since it is not listed on the card itself.

The ISIC card comes with an information booklet, which gives details about the discounts offered and specific insurance coverage. If you have not already applied for the card we will make the card at the Center and you should be able to pick it up within two working days.

C. Student Visa: (For programs that require a student visa)
A visa is official permission to visit a country and is granted by the government of that country. The format varies considerably; it can be a simple stamp imprinted upon one of the pages in your passport at the time you enter the country or an official document with your photograph attached. Some countries require advance processing of visas while other countries require no advance processing whatsoever for brief visits, usually up to three months. Some countries, which do not require a visa for a short-term visit, might require a student visa for foreign students. An American who plans to go abroad should check the visa requirements for the countries s/he plans to visit by contacting the nearest consulate for that country. Single copies of "Visa Requirements of Foreign Governments" (Publication M-264), a publication which lists the entry requirements for U.S. Citizens traveling to most foreign countries are available free from the Office of Passport Services, Department of State, Room 306, 1425 K Street NW, Washington DC 20524. This is also available through the Department of State website: "http://travel.state.gov".

Some visas are free and some are not. The process may take several weeks for each visa, so start early.

D. Registration For Your Study Abroad Program:
You will need to be formally registered for your study abroad program just as you would for any course at UMKC. If you are on a UMKC Study Abroad Program, you will need to make sure that a Request for Academic Approval is completed by the deadline set by your UMKC Study Abroad Program Coordinator. Students on non-UMKC programs should check with their program sponsor for registration requirements and procedures. They will also have to complete many of the forms listed below.

Complete the "Study Abroad Approval" form. This form will assist you with both transferring credit and applying for financial aid.  You will provide a list of courses you would like to take (or those predetermined by the program) while abroad. With your UMKC Academic Advisor, you will then predetermine how the courses you selected will apply to your UMKC degree program. The courses you take could satisfy specific major or minor requirements, general education requirements, or simply count as elective credit, depending on the decision of your department and/or college. This course list will be tentative at best, because you may not know what courses are actually available until you arrive at your host university. Why go through all of that effort then? Well, there are a number of reasons:

• First of all, this makes you take a good look at the kinds of courses available at your host university and think about what kind of academic work you want to pursue while abroad. This will help you once you actually choose your courses because you will already be familiar with the catalogues.

• It requires you to speak with your UMKC Academic Advisor, therefore making her/him aware of your study abroad plans (your Advisor's signature is required on the form).

• A signature is required from your academic advisor, the Registrar’s office and IAP – lastly financial aid if you are applying. This will ensure that all of your paperwork is up-to-date and that you are eligible to study abroad. Remember that you have to declare a major and/or emphasis area before leaving or else you could be blocked from registration the semester you return to UMKC.  

 International Academic Programs, in conjunction with the Registrar and Cashier's Offices will register you into your study abroad program for the appropriate semester or semesters. (UMKC will register you for study abroad. You will register for specific courses after you arrive at the host university). A bill and a schedule will be sent to your local or permanent address.

E. Registration For The Semester You Return To UMKC:
You are responsible for pre-registering yourself for the semester that you will return to UMKC. Either designate someone you trust to register you or register yourself on the phone or through STARUMKC. Both ways will require your PIN and some way to get your password. The Schedule of Courses will be available on the UMKC World Wide Web page, if you have access to the Internet. The address is: http://www.umkc.edu/registrar/

F. Paying Your Bill:
Once you are registered, a bill for the coming semester will automatically be generated. It is your responsibility to make the necessary arrangements to pay your bill, just as you normally would at UMKC.

For yearlong programs: Remember that you may be charged educational fees for the second semester when we register you during the early registration period for winter semester (usually some time in November). Be sure that registration (and IAP) has an up to date billing address for you to ensure that the statement will be sent to the correct address. Also, warn your parents, or whoever will be receiving the bill, that it will be coming.

You are only being charged through the UMKC Cashier’s Office for the UMKC program fees associated with the program. Unless otherwise arranged by your specific study abroad program all other costs, including airfare, housing and other personal expenses will be your responsibility and you will be paying those directly to the relevant person or agency.

G. Financial Aid:
If you plan to apply financial aid to the costs of your study abroad program, you must make an appointment with the Study Abroad Financial Aid advisor in the Financial Aid office (101 Administrative Center, (816)235-1154). Ask if it is possible for you to receive additional financial aid based on the costs of your program. If you begin this process early enough, it may be possible for financial aid to re-evaluate your need and make you eligible for additional loans or grants. Don't put this off or you'll be out of luck!

H. Health Insurance:
It is very important that you maintain health insurance coverage while you are abroad. UMKC students are required to carry the HTH Health Insurance while they are abroad starting Fall 2004.  It is your responsibility to make sure your policy will cover you while abroad.  Keep in mind that should medical attention be required abroad, it may be necessary for you to have sufficient cash on hand to make payment at the time of treatment, since the foreign physician and/or hospital may not be able to process medical bills through an American insurance company. In such cases, be sure to obtain a receipt to submit with your insurance claim for reimbursement upon return to the U.S. Get a copy of your medical record from the physician or hospital before returning to the U.S. It might also be helpful if you were to carry a few blank claim forms with you in case they should be needed while you are abroad.

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University of Missouri-Kansas City Center for International Academic Programs 5325 Rockhill Road Kansas City, MO 64110-2499 USA Phone: 816.235.5759  Fax: 816.235.5610 Email:  international@umkc.edu àHow to get to CIAPà