University of Delaware

Institute for Global Studies

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Study Abroad


Checklist for
Winter and Summer Sessions

To help you figure out what to do next, we've created this checklist that outlines what to get done now, next month, and before you go. Read the checklist carefully and print a copy for your files. Remember, it is your responsibility to see that you complete all of the following. If you fail to turn in required materials and payments, you will not be allowed to participate in the study abroad program.


            • Get a passport, or, if you have one already, make sure it is valid for at least SIX months after the end of your program (does not apply to domestic programs).  The process currently takes 6-8 weeks.  There will be a Passport Day held on Thursday, May 14, 2015, in the conference room of Elliott Hall, 26 E. Main Street, from 11:00 am - 4:00 pm. There will be a representative from the Post Office here to assist you. To apply for a passport you will need the following:
                • birth certificate or naturalization certificate with a raised seal
              • driver's license or state ID
              • two official passport photos (can be taken at the UPS store next door on Main Street for $9)
              • cash or check for $110 passport fee
              • separate check or $25 cash for processing fee
    • The U.S. Department of State offers more information on obtaining a passport here.
    • Login to My Finances and pay the first installment of your Program Fee, due within 10 days of acceptance.
  • Requesting alternate flights: Before you complete the request form, we'd like to emphasize that these are only requests. Some airlines allow deviations within group reservations on the return flight only. If you need to fly separately to the destination, you will have to purchase your own flight. Please do not book a separate flight until you've received our approval. Requests will only be considered until the deadline date announced in your acceptance email. If your request is approved, the airline may charge you an additional deviator fee. The request form may be submitted via the portal.
  • Read the Center for Disease Control and Department of State information regarding the regions and countries that you'll visit (do this before going to the step below)
  • Complete the mandatory on-line student orientation
  • Complete visa paperwork
    • If you are on a program which requires visas for U.S. citizens, watch for email instructions from your faculty director(s) or program coordinator.
    • For non-US citizens: it is your responsibility to research and complete all necessary paperwork. Your program coordinator is available to provide guidance on the process and, if needed, an official letter detailing your "proof of participation". Non U.S. citizens who are studying at UD on a visa should consult with the Office of International Students and Scholars about their U.S. visa status before committing to their study abroad program.
  • Review your HTH and SOS insurance policies (not for domestic program participants)
  • Read and agree to the mandatory agreement and release form. This can be accessed through the online portal. Students who do not complete this step wil not be permitted to participate in a program. Students under the age of 18 will need to obtain the signature of a parent or guardian. A copy of the release is available here as a PDF document, FOR READING ONLY.



For Winter participants, complete these in September or October.
For Summer participants, complete these in April

  • Attend your program's orientation meetings (check here for dates).
  • These orientation/pre-departure meetings require a total commitment of 4-5 hours. The meetings are required to prepare you for your program and include details related to expectations, conduct, housing, food, weather, and travel etc. University study abroad policy requires that the course content be taught while you are abroad (not before you leave) and although these meetings are not specifically course-related, they are required.
  • The Institute for Global Studies will register you in the program courses, which, when taken abroad, must be for full credit and a grade. Courses may NOT be taken as auditor/listener or on a pass/fail basis.
  • Make arrangements for financial aid (Winter deadline is mid-October; Summer deadline is late-April).
  • Make sure that you've completed the on-line orientation.
  • Attend any mandatory Student Health orientation meeting which may be required for your host country. NOTE: Students who do not attend one of these meetings are ineligible to receive travel immunizations at Student Health Services.




For Winter participants, complete these in November and December.
For Summer participants, complete these in May

  • Login to My Finances and pay Tuition/Fees and the balance of the Program Fee by the date on your bill.
  • Review this Program Orientation PowerPoint Series when assigned by your faculty or program director.
  • View the online health video, which is relevant to ALL travel destinations.
  • Attend your program's orientation meetings (check here for dates).
  • Please check with your program coordinator about whether you need to register at the U.S. embassy in your host country. IGS may register your entire study abroad group together for your convenience. However, individual travelers (for example on exchange programs) are responsible for registering themselves.
  • Make sure to update your contact information, in case anything has changed.
  • Buy your textbooks.
  • See your doctor/dentist to:
    • get any vaccinations you may need
    • get copies of all prescriptions (including chemical composition)
  • Pick-up your plane ticket. Make sure you have your plane ticket before you leave campus. Remember, we cannot release your plane ticket if you have not paid your Program Fee or turned in all of your program materials.
  • Arrange for transportation to the departure airport (at your expense).




  • Health and Safety is a top priority for us while you are abroad - make sure it is one of your priorities as well. We've created an extensive resource to address other things you'll need to know while abroad - from managing roommate issues to obtaining the right voltage converter for electrical equipment (such as a hairdryer). Please take the time to Know Before You Go.






  • Institute for Global Studies  •   Elliott Hall, 26 East Main Street  •   Newark, DE 19716  •   USA
    Phone: (302) 831-2852  •   Fax: (302) 831-6042  •   © 2013