pre departure guide
TRANSCRIPT
PRE-DEPARTURE GUIDE
for Students and Scholars going to the United States of
America
Health Insurance
Carefully assess your personal and family medical care needs before your departure to the US.
You may require additional health insurance to meet your needs. You will be responsible for securing the health insurance and incurring the cost.
Review university health insurance on your university’s webpage and speak to the international student adviser.
Health Insurance
It is recommended to see an Eye Doctor & Dentist
before traveling to the U.S.
Complete Your Immunizations: Measles, Mumps and Rubella is required Diphtheria & Tetanus is recommended
Bring enough prescription medications until you consult with a doctor in the U.S.
Employment
•You may be eligible to engage in employment during the academic year.
•J-1 and F-1 Visa regulations limit work authorization to a maximum of 20 hours a week (only after the second year for F-1 visa holders) on campus during the academic year and 40 hours a week during summer and holidays.
You must check with your International Student Adviser / Student Services contact for approval to pursue employment. Inquire about all rules and regulations concerning employment.
Student and Exchange Visitor Information System (SEVIS)
SEVIS is a U.S. government mandated Internet-based system to
enable U.S. institutions and the U.S. Department of Homeland
Security to exchange information on the immigration and
academic status of international students, scholars and their
dependents nationwide.
SEVISCongress requires the Bureau of Immigration and Customs
Enforcement (ICE), a branch of the Department of Homeland Security (DHS), to maintain updated information on approximately one million non-immigrant foreign students and exchange visitors during the course of their stay in the United States each year.
SEVIS allows ICE to maintain up-to-date information on foreign students and exchange visitors in order to ensure that they arrive in the United States, register at the school or exchange program, and properly maintain their status during their stay.
SEVISThe SEVIS system tracks entries to and
exits from the U.S.
The following is information required by SEVIS:
Address and name changesExtensions of studyEarly completion of programTransfer of schoolsAcademic training
J-2 Dependent PoliciesA separate DS-2019 document is required for each
dependent accompanying a J-1 visa holder. Your university/host institution should be able to issue the DS-2019 document for J-2 dependents.
Your spouse and children under the age of 21 are eligible to apply for J-2 dependent’s visas.
J-2 visa issuance is at the discretion of the US Embassy in your home country.
Grant funds are intended for the recipient only. You can not bring members of your family unless
you have additional resources to provide for them. If you have been assigned to a pre-academic
program, you cannot have dependents accompany you.
J-2 Visa Particulars
J-2’s can apply for work authorization after arrival in the US: There is no guarantee the Bureau of Citizenship and Immigration Services (BCIS) will issue work authorization.
J-2 Visa Particulars
Upon J-2 arrival, you must submit proof to your Student Services officer that you have purchased adequate health insurance for your dependents for the duration of their stay in the U.S.
J-2’s are also subject to the two year Home Residency Requirement.
J-2 status is subject to the J-1 status. J-2’s may not remain in the U.S. beyond the time specified on the J-1 visa
Pre-Departure: Suggested items to budget for…
Budget Your Stay Living Costs (rent, utilities, food) Baggage InsuranceBooks & Supplies, Computer ExpensesTransportation/Return Travel (commuting expenses)Communications (internet, mobile phone, land line)MealsIncidentals (laundry, dining out, entertainment)Recreational & Travel (semester breaks & holidays)
Pre-Departure InformationImportant documents to bring:
• Legal (passport, DS-2019 or I-20, copy of birth certificate, credit cards, driver’s license, recommended to leave a copy at home as well)
• Medical (immunization & medical records, prescriptions, eyeglasses)
• Academic (Terms of Appointment/admission letter, diplomas/transcripts from all secondary institutions-with course descriptions)
• Contacts (carry names, telephone numbers, and addresses of contacts in your home country AND at your U.S. university with you)
Pre-Departure: Essentials before you leave:
Make certain your passport is up-to-dateMake travel arrangementsBring home country materials/gifts to share with
others
What to pack? What to leave at home?Appropriate clothing for:Arrival period (Summer/Fall)Climate at university
locationCasual and formal attire
Passengers are generallyallowed two pieces of
baggage,check with your airline forweight limits!
Household items: Linens TowelsCooking utensils
Study supplies:Pens, paperNotebooks
These items can be purchasedin the U.S. at a reasonable cost.
U.S. Port of EntrySTUDENTS MAY NOT ENTER THE U.S. EARLIER THAN 30 DAYSBEFORE THE START OF THEIR DS-2019 or I-20 FORM!
Upon arrival at the port of entry, you must check in at one of theDepartment of Homeland Security stations (Immigration). You
must carry your:
Passport SEVIS Form DS-2019 or I-20 Form 1-94 Arrival-Departure Record Evidence of financial resources J-1 or F-1 Visa
IT IS IMPORTANT YOU TELL THE CUSTOMS AND BORDERPROTECTION OFFICER THAT YOU WILL BE AN EXCHANGEVISITOR/STUDENT!
Plan your travel to your university
Organize your travel to university from airport in advance (bus, train, car rental, etc.)
Make appropriate plans if arriving over a weekend or on holiday
It is recommended that you arrive at youruniversity on a weekday!
Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN):
SSN or ITIN numbers are unique personal identification numbers used in the U.S.
If you receive funds from a U.S. source, you MUST obtain a SSN or ITIN number
If your grant payments are issued in your country, It is recommended that you obtain an ITIN number for identification purposes
You must inform your Student Services Officer as soon as possible of your U.S. SSN
Finding accommodations in the U.S.
University housing officeInternational student officeLocal and campus newspapers/websitesCampus and local bulletin boardsAsk fellow students for housing advice
Always inspect accommodation before paying.Know your rights! Learn about local tenancy
laws before signing a lease!
Short-term Housing Options Hotels (expensive, full facilities)Motels (less expensive, basic facilities)Hostels (even less expensive, shared
housing)Room rental (pay monthly, no contract)
Long-term Housing OptionsWhen deciding on housing costs, safety,distance, privacy and noise level should be
considered.
University Dormitories Apartments Room rental (with an American family)International Houses
Money and Expenses
Checking vs. Savings Account
Online banking (save time and stamps)
Automated Teller Machines (ATM)
Credit Cards (very popular)
Personal Checks (useful to pay monthly bills)
Money orders (obtained at the post office)
Western Union (to wire-transfer funds)
Graduate Degrees Master’s – may be academic or professional
-Academic Master’s – MA/MS (30 to 60 credits)-Professional Master’s – leads to particular profession (MBA, MSW, MFS, M.Ed)
Doctoral –PhD most commonly awarded at a doctoral level after: Completion of original significant research Write dissertation describing research Successfully defend thesis
Academic Calendar
Generally lasts nine months from August/September to MayMay be divided into two, three or four terms depending on
schoolOptional summer term often available to accelerate program It is advisable to start program in the Fall as courses are taken
in sequence
Grading System/Course Load CREDIT, COURSE LOAD, AND GRADING SYSTEM
VARY BETWEEN INSTITUTIONS. MAKE SURE YOU ARE AWARE OF THE POLICIES OF YOUR INDIVIDUAL PROGRAM. Passing grade is typically on a scale of “A” to
“D” “F” is failing
May also be a grade-point scale from 0 to 4.0 or Pass/Fail
A normal full course load is 3 or 4 courses (or 9 to 12 credits per term)
Types of U.S. Institutions:
• College – smaller than university; do not usually offer doctoral degrees
• University – offers wide range of programs including doctoral. May also be called research university.
• Institute – specializes in programs closely related to subject areas: Institute of Technology, Institute of Fashion, etc.
Types of institutions based on sources of funding:
PRIVATE INSTITUTIONS• Private university support comes from
student tuition, investment, income research contracts and private donations
• Tuition is higher than public institutions
PUBLIC INSTITUTIONS• Public universities are also called “state
universities”• Tuition is lower than private institutions• Offers lower tuition to state residents• International students are considered out-of-
state residents
University Offices you will encounterHead/Chair of Department – assumes the
programmatic, managerial and fiscal
responsibilities within the department.
Academic Advisor - sets up course schedule to
complete your major on time
Secretaries and Administrative Assistants –
will provide answers to your general questions
Registrar – to register, add, or drop courses
Bursar - to pay tuition, fees, & other expenses
Academic AdviserMay be a member of the faculty Will help you select courses, plan program
and monitor your academic progressYou may discuss short-term and long-term
professional plan (during and after program completion)
May discuss opportunities for field experience
Speak freely – it is acceptable in American culture to voice your opinion freely
Course RegistrationProcedures are different at each institutionMay be managed online, by phone or by
visiting a general registration areaPlan at least two possible class schedules
to give room for “closed” courses
You may complete payment arrangements,secure ID card and submit medical forms
duringregistration.
Professor and Student InteractionThe code of social behavior between the student and Professor is not as precisely defined in the U.S. as inother countries.
Always address teachers as either “Professor” or “Doctor” unless otherwise instructed
Do not be shocked if some students call their teachers by first name. This is common especially among graduate students.
Professors usually hold office hours for consultation;take advantage of them!
In the ClassroomIt is important to participate actively in thefollowing classroom activities and comeprepared everyday. Professor’s impression ofyou will be based on your class participation:
Vocal participationOral presentationsGroup projectsResearch papersMidterms/Final examsInteractive setting/Seminar format
HONOR CODE refers to academic honestyNo plagiarism or cheatingMay be different from code of ethics
followed at homeTalk to your International Student Adviser
if in doubt about university code of ethicsBetter to be safe than sorry!
University Library ServicesWorldwide newspapers and periodicalsCD-ROM referencesCopy machinesComputers for internet browsingComputers for library database searchingPrintersCheck for orientation and your particular
library’s features and offerings
Computer Access & Availability
Locate the ‘Computer Lab’ at school. It is generally free but has limited hours.
Visit internet cafés. There is a wide range of places that offer access at varying costs.
Access the internet from public libraries. Local libraries have free facilities but may require advanced reservations and have time limitations.
To access the internet at home you must have a land-line phone or a wire-less connection.
Geography of the U.S. and more…Natural environments
Are you near the beach, mountains, deserts or plains?Times zones
Did you know there is a three hour time difference between the east and west coast?
Climate What is the weather like where you will be living?Localities Will you be living in a rural, urban or suburban location?Map of the United States
Familiarize yourself with the U.S. before you arrive!
Local TransportationSubways/commuter trains- weekly or
monthly passes are less expensive.Bicycles- in many states, helmets are
required by law.Buses- may have limited hours and stops
but are an inexpensive way to get around locally.
Taxis- may cost more but generally provide fast, safe transportation.
Do not hitchhike in the United States!
Long Distance TravelAirplanes (the quickest, easiest way to travel long
distances. Prices are competitive).Trains (slower but a more scenic way to travel.
Prices could be equal to flying).Buses (slow but inexpensive way to travel long
distances around the U.S.).Cars (allow for maximum flexibility but cost more
than any form of public transportation).
For discounted fares:Search online for special deals, ask for a studentdiscount, check local travel agencies/websites.
Shopping in the United StatesShopping Malls (many stores under one roof)Strip malls (stores side-by-side, outdoors)Chain stores (discounts, variety, lower cost)Department stores (reliable, higher cost)Boutiques (personal attention, higher cost)Local stores Thrift shops (used/second-hand goods)
Buying clothes in the U.S.
Sizing (may vary from back home)Type of store (depends on cost/quality)New vs. Used (depends on store/price)Garage/moving sale (inexpensive, used
goods)Sales (all year-round)/Promotions (discounted
goods)
Eating in the United StatesYou will save money and stay healthier bycooking/eating at home and buying seasonalgoods.Supermarkets (huge store, wide variety)Open-air/green markets (including some organic
produce & farm goods)Food Co-ops (popular in university towns)Food courts (dining area within shopping or
student centers)Health food/Whole food storesFast food restaurants (inexpensive, reliable)Restaurants (chain vs. independent)
The Media in the U.S.The United States has a prolific media industry.There is a large number of sources available foryou to receive international/local news.
National TV (basic service or unlimited channels) Cable TV (paid TV service, at various costs)Newspapers (International, national and local
newsprints)RadioInternet (easy access to international news medias)Public TV and Radio (accessible nation-wide)
Communicating in the U.S.Cell/Mobile phones (cost varies by plan)Pay phones (public outdoor phones)Landline/home phones (for internet
access)Phone cards (sold in a variety of stores)Bulletin boards (in local shops, university)Email Letters
Socializing in the U.S.Making friends/Fulbright connectionsParticipatory sports (surfing, skiing, etc.)Volunteering/School presentationsDatingExplore a wealth of religions, culturesDevelop a hobbyTake a class in the arts, fitness, cooking Take the initiative and start your own club!
Do’s and Don’ts in the U.S.Don’t assume Americans know something
about your home country.Don’t smoke in public places unless
otherwise stated.Always place your trash in a garbage basket
or dumpster. Don’t litter.When in Rome, do as the Romans do!
Adjusting to a New Environment
Symptoms of culture shock Challenges of adjusting to a new
environment Stages of culture shock Adjusting to culture shock
Symptoms of Culture ShockHomesickness – you miss your family and
friends; maybe even cry a lot
Dependence – you become dependent on fellow nationals and your International Student Adviser
Loss of Self Confidence – you feel nobody understands you
Hostility – minor irritations make you feel angry
Challenges of adjusting to a new environment
Speaking English on a daily basis can be challenging
U.S. regional accents vary, give yourself time to adjust to the local accent
Speak slowly at first for others to understand your accent – do not be shy; ask others to speak slowly
Take American humor, wit and sarcasm as a mark of friendliness rather than disrespect
Simply ask the meaning of a word or abbreviation that you do not understand, like “Poli Sci” for political science or “TA” for teaching assistant
Challenges of adjusting to a new environment and how to cope:
Jet lag is the body’s physical shock of adjusting to anew time zone.
• Follow normal eating and sleeping patterns of the new time zone
• Resist taking naps in mid-day• Take a walk and exercise, or plan activities during
the day
Plan to travel to the U.S. at least a few days before classes start
Culture Shock is the anxiety produced when a person moves to a completely new environment
The Four Stages of Culture Shock:Honeymoon stage - everything is new and exciting;
you are likely to be busy during this timeIrritability and hostility – you will start to realize you
are not on vacation; you might feel hostile towards Americans
Understanding, accepting and adjusting – you will begin to understand your new environment; you might experience less hostility
Integration and acceptance – you will start to consider the university your new town, your home.
Challenges of adjusting to a new environmentCultural Values Shock - you may face situationsthat are not acceptable in your culture
• Look for things that surprise you• Try to remain flexible, respectful and open-
minded• Try to enjoy the new cultural diversity• Talk to someone from your cultural
background or religion who has been living in the U.S. to discuss how to deal with values shock
Coping with the Stress of Culture Shock
Make sure you know what to expect before you arrive. Read books and magazines about the U.S.
Eat well, sleep well, and take good care of yourself.Exercise to relieve stress and tension. Do outdoor
activities.Keep in touch with family and friends and share
your new experiencesTake some time to relax; listen to music, read a bookDo not lose your sense of humor; laugh at your
mistakes
Entertainment in the U.S.Check local newspapers/websites for weekly events:
Theatre/Movies Live music/concerts Bars and night clubsMuseums (certain days/hours are free)Spectator sports (buy your tickets in advance)
When attending a party, always bring the host/hostess a
small gift, as a token of your appreciation.
Gender Issues, Sexual Harassment
Sexual harassment is a form of gender discrimination that involves unacceptable sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, that is not welcomed by the recipient
Sexual harassment violates acceptable standards and can occur anywhere
Forms of Sexual HarassmentVerbal:
Profanity- obscene or degrading terms for men or woman and inappropriate use of terms of endearment
Obscene jokes, cat calls, or sexual overtones
Spreading rumors about a person’s sex lifeSexually oriented remarks about a person’s
clothing or body Persistent requests for dates
Forms of Sexual Harassment
Non-Verbal:Gestures made with intentional sexual overtonesStaring, leering, blowing kissesLeaving sexually suggestive notes, magazines, or
pictures
Physical:Unsolicited or unwanted touching of any part of
clothing or bodyCornering or blockingStalking or followingAttacking
Safety Precautions in AmericaCarry only minimal cash with you. Take measures to secure your home.Keep passport and valuables hidden.Always lock your doors and windows!Whenever possible, travel in groups.Stay in well-lit, populated areas.If lost or confused, remain confident, calm
and seek help immediately.
Emergency telephone number: 911
For further information, refer to the following websites and/or publications:Living and Working in America written by David Hampshire www.uscitylink.com www.nps.gov http://educationusa.state.gov/ http://usinfo.state.gov/usa/infousa/educ/ http://www.istudentcity.com/ www.nafsa.org
Commission for Educational Exchange Between the United States of America,
Belgium and Luxembourg
Royal Library Albert IBoulevard de L’Empereur, 4, Keizerslaan
B-1000 Brussels, Belgium
Tel: +32 02.519.57.72Fax: +32 02.519.57.73
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