pre-departure newsletter

8/6/2019 Pre-Departure Newsletter

http://slidepdf.com/reader/full/pre-departure-newsletter 1/18

EPA Internships inPre-Departure Packet

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EPA’s Role

Program Directors and TravelArrangements

Academics and Daily Life

Internship Placement

‘In the Office’

Making the Most of your Placement

Program Costs and Billing

Budgeting and Currency Exchange

Health and Wellness While Abroad

‘Taking Care of Business’ Before youLeave

Student Life Overseas and CultureShock

12. Mental Health and Commuting

13. Housing

14-15. General Passport and VisaInformation

16-17.EPA Policies and Regulations

Table of Contents



Pre-Departure Packet

EPA Internships in Europe

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Educational ProgrammesAbroad (EPA) is an educationalagency that organizes andadministers study abroadprograms in Europe on behalf of

the University of Rochester,Northern Illinois University andother American colleges anduniversities. EPA is responsiblefor all local arrangements andprogram administration. EPAhas reviewed your applicationand consequently, admitted you

to the program. EPA overseesthe academic quality of theprogram, your internshipexperience, and your housingoption. We will also send your

school a copy of your coursegrades and an internshipevaluation form filled out byyour site supervisor at theconclusion of the program.

EPA’s Role

Welcome

We hope that thisnewsletter will answermany of the questions

that you have. If youstill have any concernsafter reading throughthese articles, pleasefeel free to give us acall or send us an e-mail.

EPA US Office:

Telephone: [585] 275-

Mailing Address:

Lattimore Hall 206University of Rochester

Congratulations on your

acceptance to EducationalProgrammes Abroad! Yourinternship in Europe will beyour passport to theexperience of a lifetime!

Fax: [585] 276-2167

Email: [email protected]

Website:www.epa-

internships.org





Program Directors areresponsible for arrangingpotential internshipplacements for you. Theyalso keep in contact with thecourse instructors and yourplacement supervisor. Youwill be provided with

orientation materialsdesigned by them, and anon-site orientation.

In addition to administrativeduties, the Directors assistyou with adjusting to livingabroad for a term, and actas advisors to makeappropriate referrals (e.g.,physicians, interestingthings to see and do). Theyare there to help you makethe most of your experience.

You should feel free tocontact them whenever youhave questions andconcerns.

Overseas Program Directors

ProgramLondon

Andrea Morris

EdinburgKaren MacCormick

BrusselsKeira Holland

Bonn/Berlin/Cologne

Hartwig Prussman

Madrid

Rocio Bartolome

Rodriguez

EPA students are required to make their own arrangements their flights to and from Europe. If students plan on travelingEurope before the start of the program or are planning to arrivethe Program Site before the start date they will be responsible finding housing until the program begins. All students, except thostudying in Germany, must arrive at their city of study by the dthe program begins. All students attending a program in Germawill begin in Bonn with a two-week orientation where they ahoused in a hotel provided by EPA.

It is up to the student to make sure that he or she understands tairline’s requirements for the number of baggage items allowesize and weight restrictions, and the rules concerning items thare allowed in carry-on or checked baggage, reconfirmation flights, etc. Most airlines provide this information on their websitand of course will be happy to answer questions on the phoneanything is unclear.

Travel Arrangements

Please note thatmost flights to

Europe from the USare overnight

flights. Pleaseverify that your

flight is scheduledto arrive the

morning of the firstday of the

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Classes are held at the

following locations forsemester students.

London:

University of Westminster

Bonn/Cologne/Berlin:

Local German faculty

Brussels:

Vesalius College

Edinburgh:

Edinburgh NapierUniversity

Madrid:

Universidad Antonio de

Nebrija

*Summer students in Edinburghand London will participate in asingle course taught by local

faculty.

What is a typical week like forprogram participants?

Students attend classes half of the time and intern half of thetime. Your actual scheduledepends on the courses youhave chosen, and thearrangements you make withyour internship site.

Because of the nature of ourprogram, do not expect to haveFridays or Mondays free fortravel. Also, when you have aschool break, do not assume thayou will have time off from workas well. If you must, for anyreason, adjust your work or classchedule, it is your responsibilityto discuss the matter with your

instructors and/or supervisorahead of time. Not allplacements are 9:00am-5:00pmStudents in more creativeplacements, such as theaters, othose in psychological oreducational facilities may beexpected to work in theevening.

What else do I need to know?

While abroad you will be arepresentative of your homeinstitution, your home countryand of Educational ProgrammesAbroad. We hope that all of thematerials and advice you havereceived have been helpful. Tryto be sensitive to cultural

Day toDay

Academics





How InternshipPlacements are Made

Placements are arranged byyour overseas ProgramDirector. Once an

application has beenapproved, it is sent to theProgram Directors. Basedon the information youprovided in your application(Part 2 and your essay) theDirector contacts relevantorganizations. The processof contacting a potentialsupervisor and makingfurther arrangements can be

quite extensive. Usually youwill hear about yourplacement approximatelyfour weeks before the startof your program.

Please keep in mind thefollowing points:

• Students may be notified of their placement prior toarrival, but the placement is

provisional and dependentupon a successful on-siteinterview. In the rare eventof an unsuccessful interview,the Program Director willmake arrangements foranother placement.

• You will have a placement in

an appropriate field, i.e., abusiness applicant will nothave a health sciencesinternship.

• Ultimately, placements are

dependent upon firms,organizations, anddepartments that are willingto, or in need of, an intern fora semester. Thus, the exactplacement you have in mindmay not be available.

(continued)

Your Internship

Placement

How internship

placements are made,

the importance of being

an intern abroad, andpersonal conduct in a

foreign workplace.

• EPA is an educational program.

There is much to be learned fromany placement, even if, forexample, you are placed in asmall firm but had hoped to be ina large organization. In fact,

many of our students have hadmore fulfilling placements insmaller organizations because of the interest taken in, and theresponsibility given to, them.

What does it mean to bean INTERN (not only astudent) abroad?

Unlike students on classroom-

based programs, you will needto adjust to ‘working’ andtaking classes, in other words,to really living in a large,foreign city. This entails aschedule that may be quitedifferent from your routine onyour home campus.Adjustments to be aware of (suggested by previousprogram participants):

• Keeping an apartment; living

with new roommates or a hostfamily, cooking, living in closerquarters than you’re used to.

• Budgeting - most large European

cities are very expensive forAmerican college students

• Commuting between home, class

and internship site in an

unfamiliar city. Possibly longcommutes (up to one hour).

What is appropriate clothingfor my internship?

Political, business, law, andother interns working in public

areas are expected o dressprofessionally, i.e., suits,sport coats/blazers, skirts ordresses. Other placements,especially health science

interns and those workingwith children, may allow formore casual dress. Dressformally on the first day andobserve how others aredressed. Most supervisors wilbe happy to answer questions





Workplace and culturaldifferences between the USA and

Students are often surprised atdifferences in technology, comfort level,and workplace behavior. Many of usare used to non-smoking offices,residence halls, restaurants, andshopping areas. In Europe,consciousness of “non-smokers rights”

is rare. While it is acceptable to ask co-workers not to blow smoke in yourpersonal space, it is unreasonable toassume that your department will ceasesmoking during your tenure, simplybecause you are an American and“that’s not the way it is at home”. Itmay be uncomfortable because youaren’t used to it, but unless youbecome physically ill by cigarettesmoke, you will have to cope with it.

The U.S. is a land of excess, and we aregraced with seemingly unlimited, andrelatively inexpensive, supplies of natural resources. These sameresources, such as electricity, arescarcer and therefore more expensivein Europe. Much of the architecture ishundreds of years old and while thebuildings can be charming, they don’tlend themselves to high tech comforts.

Be prepared to live, work and studywith less heating than you are used to.If you will be in Europe during thesummer months, don’t expect air-conditioned buildings. They are theexception rather than the norm. Youmay be surprised that technologicalamenities in your residence hall hereare more advanced than at your

equipped with the latest computers,programs, e-mail and internetconnections. While it may seem a stepinto the past for you, keep in mind thatyour co-workers are used to working thatway. Hearing from you about how muchbetter things are at home won’t win you

any friends. Most importantly, rememberthat there are no free local telephonecalls in Europe. Be sensitive. You’ve probably heard the old adage“When in Rome, do as the Romans”.Keep this in mind at your internship siteand in your daily life and travels. Usecommon sense and be courteous; alwaysremember that you are a guest insomeone else’s country. Make an effortto immerse yourself in your new culture.Adapt to their way of life; don’t try tochange it. That doesn’t mean you needto compromise your own moralstandards!

Internships

No one will notice if you

wear the same thing more

than once per week.

Europeans tend to ownfewer articles of clothing,

and often of better quality,

than Americans. Wearing

a different outfit every day

may be interpreted as

flaunting your (perceived)

wealth.

Pack Light





Making the most of yourplacement

Undertaking an internationalinternship can be an excitingyet daunting experience. Youwill be expected to perform toyour full potential, perhaps

even in a foreign language.Responsibilities and tasksvary, of course, fromplacement to placement, butyou can expect to workindependently, with a greatdeal of responsibility.

Your supervisor will beinterested in your ability tofollow directions, punctuality,attitude toward your work,and more. Following throughsimple tasks with flying colorsand an excellent attitude willpave the way for furtherresponsibility. Your supervisorlikely will not be there everyday and will expect you to beable to handle tasks with littlesupervision. There is

something to be learned fromeven the simplest of tasks(e.g., filing, opening anddistributing mail). For example,what kind of mail or calls doesthe organization receive, andfrom whom? Who respondsand why? Does this

distribution of power makesense to you? Why or whynot?

Comparing your Placement

Everyone’s experience will bedifferent because every officeor organization is different. Therefore, students interning inthe House of Commons, forexample, may work for M.P.’swhose interests and projectsare very different from oneanother. One intern may do agreat deal of research onpolicy, while another mayspend more time attendingmeetings and contactingconstituents. Your level of interest in a placement is

subjective, and not easilycomparable.

Changing a Placement

Placements, as we mentionedearlier, take time to arrange,and are made with great care. Your placement can’t bechanged on a whim or becauseyou like someone else’sposition better. Likewise, it isnot possible to change fromone type of internship (frompolitics to theater, for exampleto another once you have beenadmitted to the program.Internship supervisors areadvised of EPA’s requirementsand expectations, and it is rarethat a student is removed froma placement.

EachPlacementis Different

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Cologne, Madrid or BrusselProgram Sites. Applicationdeadlines vary and somemay be up to a year inadvance of a study abroadprogram. Also, be sure to

check with a financial aidcounselor to discuss howthese outside awards mighaffect your aid. In any case

you study in.

Scholarships

There are numerousscholarships and otherresources available forstudy abroad. There are

also a good number of scholarships for studentsstudying in foreignlanguages, which could beuseful for students planningto go to our Berlin, Bonn,

Program Costs

The program fee covers thecosts of orientation, tuition,accommodation, andinternship placement. Theprogram fee does not coveryour plane fare, student

visa, meals, the costs of commuting or anyadditional personalexpenses. Whether or not astudent visa is required willdepend upon the country

an affiliate university or theUniversity of Rochester you may

only need to pay the housingdeposit directly to EPA and willbebilled by your university for theremainder of the program fees. You should speak to the EPA USRepresentative, your studyabroadoffice, and your financial aidcounselor to verify how thebillingprocess will work in theirspecificcase.

All students going abroad withEPA Internships in Europe must

pay a $300 housing deposit inorder for EPA to secure theirhousing. However, the tuitionandhousing billing situation will bedifferent for each student. If youare going directly through EPAand do not attend an affiliateuniversity you will usually paythefee directly to EPA. If youattend

Billing

FinancingStudy Abroad The financial aid situationis going to depend on the

policies at your homeuniversity.





Budgeting

‘How can I plan for the costof day-to-day expenses

while I am abroad?’ Thismay be one of the hardest

questions for programproviders and study abroadadvisers to answer verysatisfactorily, and mostfrustrating thing forstudents and parents not tobe able to predictaccurately. But the truth isthat the question of howmuch money you will needwhile abroad depends so

much on where you aregoing, what your personalfinancial situation is, howwell or how poorly youmanage your money, andwhat effect inflation andchanging currencyexchange rates may behaving on the cost of livingin the country which you willbe studying in. It is

therefore very difficult forprogram advisers to answerthis question with anydegree of precision andaccuracy.

You should establish abudget you will have to livewithin, and/or to whatdegree your parents may beable to help you with

expenses while you areaway. Knowing in advancethat the first month isalmost always the mostexpensive may help inplanning, and in avoidingdismay and panic if andwhen it happens.

+More on Financing

Study Abroad

Credit cards are a convenientand usually favorable way of making purchases abroad.But, they offer the samepitfalls as credit card useanywhere, perhaps

exacerbated by the feeling of being in a place “you maynever be again.”

Currency Exchange

In most of Europe, ATM debitcards offer the mostconvenient way of gettingforeign currency, and usuallya favorable rate of exchange

as well. If you do not alreadyhave an account with an ATMcard, you might want to getone for the time you areabroad. Be sure that the bankyou are opening an accountwith has reciprocalagreements with banks in thecountry they will be travelingin, and ask whether there areany special rules governing

PINs, withdrawal amounts,what the amount of chargesfor withdrawals are, etc.Unfortunately, U.S. travelerson the ground in a foreign

country often find that theinformation they were given

by their banks back hometurns out to be less thantotally accurate, orinsufficientlycomprehensive.

Money Matters Tips

1. It is very important that younotify your bank and/or creditcard company before you leavethe United States and let them

know when, how long and whereyou will be traveling abroad.

2. Do not carry large amounts of cash with you; however, it isalways a good idea to have atleast some cash in the localcurrency on you at all times.

3. Keep in mind that in manyplaces outside of the UnitedStates, including Western Europe,

Resources on Study AbroadCosts and Expenses:

http://www.internationalstudent.com/study_usa/financing/

http://studyabroad.isp.msu.edu/advisers/demystifyingcosts.pdf













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Medical Insurance: Checkyour health insurancecoverage to find out if you willbe covered during your stayabroad, and whether anyspecial conditions apply. Besure you know how thissystem works: how bills are

paid, in the case of a medicalemergency, and how toaccess routine treatments.Should you require medicalattention abroad, it may benecessary for you to havesufficient cash on hand tomake payment at the time of treatment since the foreignphysician and/or hospital maynot be able to process

medical bills through anAmerican insurance company.

Travel and PropertyInsurance: Student travelersshould have insurance tocover any loss of moneybecause of trip interruption orcancellation, as well as loss of

baggage and other propertywhile traveling or living inoverseas. In addition, werecommend that studentsconsider purchasing personalliability insurance againstinjury or damage caused by orresulting from students’ acts

or omissions during enrollmentin any program. EPAInternships in Europe is notliable for damage or loss of personal property. Contactyour insurance agentregarding property insurance.

Prescriptions: If you needprescription medication, makesure that you have a sufficient

supply to last while abroad, ora plan for how to get refillswhile they are away. It isoften easiest to request avacation size refill from theinsurance company and haveit filled before leaving theUnited States. Rememberthat in foreign countries their

exact prescription may not beavailable or the mailingregulations may make itdifficult to get a packagecontaining medicalprescriptions through customs(Be sure you also have a copyof your prescription in a safe

place.)

EPA Health and Special NeedForm: Be sure that you arehonest when filling out thehealth questionnaire in yourEPA acceptance packet.Studying abroad is a wonderfuexperience, but it is oftenchallenging both intellectuallyand emotionally. If there are

any emotional or mentalhealth issues that may be aconcern while you are abroad,letting the program operatorsknow in advance that you mayneed special support is yourbest interest.

Health and

WellnessWhileStudyingAbroad

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It is much easier for students to contact professors and staff members, obtain necessarysignatures, and sign important forms in person, rather than from a distance. Here is a brichecklist of things you should get done ahead of time:

1. Find out about your banking options in your host country. Call your bank and inquireabout international fees and notify them that your credit card or debit card will be beingused in Europe.

• 2. Meet with a counselor in the Financial Aid Office at your home university if youreceive any financial aid (this includes need-based aid or merit awards, i.e.scholarships).

• 3. Obtain course approvals for foreign language courses and for courses you wish to ustowards your major, minor, or certificate. Verify with your home university that all of

your courses will be accepted for transfer credit before leaving. If your university is noan affiliate of EPA inquire whether they will accept your transfer credit as pass/fail, anacademic letter grade or both.

• 4. Make several copies of your passport. Send a copy to EPA’s US Office.

• 5. Research the city and country where you will be studying, as well as the place youwill be interning.

• 6. Forward your university email account to a web-based email provider such as Yahoo

Taking Care of Business While Stillat your Home Institution

We often remindstudents to takecare of allbusiness beforethey leave their

home university



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Student Life Overseasgroup.Many of the students you wimeet have gone through amorespecialized system of education;you may find them moresophisticated and worldlierthantheir American counterparts. You may be surprised at howpolitically knowledgeable

thesestudents are of the UnitedStates,Europe and the rest of theworld! Your relationships with localstudents will be greatly aided you work on improving yourknowledge of history andpolitics

. .country before you go.

Culture Shock

Be prepared to undergo somechanges during your timeabroad. You will probably bedisoriented at first. There willbe plenty of ups and downsduring the first few weeks. At

first, your new home abroad wbe the most fantastic place onearth. This may especiallyseem so if it's your firstoverseas experience. After theinitial rush of excitement, realitsets in, and you may feel lonelfrustrated, disappointed,homesick, and irritable. Youmay want to complain abouteverything and everyone; you

may wish you had never leftyour campus or your country!However, you will later realizethat overcoming "cultureshock" is part of the totalexperience, and that the stressof learning to cope with a newenvironment is part of theadjustment process, and willpass with time. Bit by bit thingwill get better, and you will

focus less on the pettyfrustrations, which will tend todisappear. You will delight insome of the differences and beinfuriated by others.

Mental Health

As wonderful as study abroad isit is also stressful. Learning a nelanguage, navi-gating foreignstreets, and meeting new peopare all exciting experiences, butthey require intense physicaland mental energy. Coupledwith jetlag and loneliness, it canprove overwhelming. In short,studying abroad is not a way toescape problems. All students

should have strategies for takincare of themselves while abroa

attitudes, crowds and tourists.Wherever possible, studentsareenrolled as associate membersof the local university's studentunion. This means that you can takepartin most student social andsportingactivities. It is one of the bestwaysto get to know European

students.Student unions organize socialevents such as dances andconcerts, and can supplydetailsabout clubs and societies. Justas inAmerican universities, there willbeclubs for sporting, musical,cultural, political or special-interest

As you prepare to study abroad,you may be wondering what toexpect. In European cities,American students are oftensurprised to find that there is farless "campus life" than in theUS. You could conceivably live inone part of the city, attend

classes in another part, and haveyour internship in yet anotherarea. Your courses will be takenin buildings that are located inthe center of a major city. Youwill learn to cope with thedemands of city life: masstransportation (buses andsubways), strikes, impersonal

and irritable. You may want to complain abouteverything and everyone; you may wish you hanever left your campus or your country!However, youwill later realize that overcoming "culture shockispart of the total experience, and that the stressof learning to cope with a new environment is partof theadjustment process, and will pass with time. Bitby bitthings will get better, and you will focus less onthepetty frustrations, which will tend to disappear. Youwill delight in some of the differences and beinfuriated by others.

Culture Shock

Be prepared to undergo some changes duringyour time abroad. You will probably bedisoriented at first. There will be plenty of ups and downs during the first few weeks. Atfirst, your new home abroad will be the mostfantastic place on earth. This may especiallyseem so if it's your first overseas experience.After the initial rush of excitement, realitysets in, and you may feel lonely, frustrated,disappointed, homesick, and irritable. You

The important thingto remember is howmuch it depends onyou:

Learning torecognize,understand, andappreciate thedifferences is what aforeign studyexperience is allabout.



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.used by students at home forreducing stress are alsoexcellent choices for reducingstress.

Students who have mentalhealth concerns should consulttherapist/counselor before goinabroad and have a plan forstaying healthy while abroad.Students should inform EPA of any special needs orrequirements and find out whaservices will be available tothem while they are abroad. Your college or university’scounseling department mayoffer phone consultations withstudents studying abroad.

As wonderful as study abroad is, it is also stressful.Learning a new language, navigating foreignstreets, and meeting new people are all excitingexperiences, but they require intense physical

and mental energy. Coupled with jetlag andloneliness, it can prove overwhelming. In short,studying abroad is not a way to escape problems.All students should have strategies for taking careof themselves while abroad. Keep a journal,exercise, or take up a new hobby. The methodsused by students at home for reducing stress arealso excellent choices for reducing stress abroad.Students who have mental health concerns shouldconsult a therapist/counselor before going abroadand have a plan for staying healthy while abroad.

Students should inform EPA of any special needsor requirements and find out what services willbe available to them while they are abroad. Yourcollege or university’s counseling departmentmay offer phone consultations with studentsstudying abroad.

Adjusting to

Life Abroad

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One fact every student must face up to is thacommuting will almost certainly be necessary.Everyone will have to use buses, subways or thtrains, and allowance must be made for thistravel in preparing a budget. This cost is notincluded in the program fee. If you are used to

rolling out of bed at 8:45 a.m., climbing into apair of jeans and getting you find it can take anhour to commute door-to-door to your place ointernship or to classes. You won't bealone. The vast majority of people who worand study in cities must also commute.Once you get used to it, you'll use the time tlisten to music on headphones, read themorning paper, or just enjoy people watchin

Commuting

Mental Health

What else do I needto know?

While abroad you will be a representative of your home institution, your home country,and of Educational Programmes Abroad. Wehope that all of the materials and advice youhave received have been helpful. Try to besensitive to cultural differences, not only indaily life, but in the classroom, and at yourinternship site.

We encourage you to contact the US Office oEducational Programmes Abroad, or yourschool’s Study Abraod Office, with anyquestions or concerns.



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Apartments/Flats

In all program centers, students can live inshared apartments. The advantages of apartment living include independence andeasy commutes to city centers. Apartmentsare fully furnished and fully equipped. InBrussels, students should be aware that

completely independent apartments in astudent budget are difficult to obtain on a short-term basis. Therefore, students often live inshared studio apartments (combined bedroomand living quarters for 2 EPA students) or inrented sections of family homes (privatebedrooms) where bathroom and/or kitchenfacilities may be shared with other students orthe owners.

As in any other large city, commuting timesand distances from home to class andinternship may be very short, or up to onehour. Don’t expect the same amenities youmay have in your current on or off campushousing, such as inexpensive, fast internetand telephone access, or utilities included inyour rent. Many apartment buildings inEurope are quite old and have not been set upwith internet access, but there are ofteninternet cafes within walking distance. Thereis a $300 pre-arranged flat security depositfee, payable prior to the beginning of theProgram. It is refunded approximately sixweeks after the end of the program, if nodamage is done to the flat. (All Londonstudents will have a $25 cleaning fee deductedfrom their housing refund.)

Family Accomodation (Homestays)

Many families live in houses in the suburbs, while

the city is dominated, as with any big city, byshops, offices, and apartments. Familyaccommodation is, therefore, less centrallysituated, and more time and money will be spentcommuting. You will also be less independentthan students in apartments since certain rules,regulations, and minor restrictions are anunavoidable part of living as a paying guest insomeone else’s home.

In Europe, people may offer rooms in their homesto students as a means of augmenting theirincomes, not as a cross-cultural gesture as isusually the case when American families take inforeign students. However, every effort is madeto find warm, welcoming families, who areinterested in students as well as willing to providepleasant and comfortable accommodation. Theterm “family” is used loosely: single people as weas married couples with or without childrenprovide home stays for students.

Your objections to small children, domesticanimals, and smoking will be taken into accountand you will be placed as near to your place of work as possible.

Opting out of Housing

Due to visa regulations students who opt out of housing must pay the full amount and bereimbursed for the housing portion upon arrival.Housing is very difficult and expensive to obtain.For this reason we highly recommend that allstudents choose pre-arranged housing.

Changes in Housing Arrangements

If you change your housing preference aftersubmitting your program application, notify theprogram office in writing, no later than six weeks

prior to the Program’s start.

Water/Utilities Use

Keep showers or baths brief and dress in layers.Water and power costs in Europe are much highethan in the U.S. Some homes or flats may beequipped with laundry facilities; others may not. There are coin-operated laundromats available.

Housing



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For students applying to the EPA Internships in EuropeProgram

Passports You must have a passport valid for the duration of your stay abroad.

If you do not have a passport, please visit http://travel.state.gov or the County Clerk’sOffice in your area to see what the requirements are. The processing of a passport application can take 10 weeks or more.

VisasA visa is official permission, granted by the authorities of a country where you will study or

visit, which allows you to enter and remain in that country for period of time. Some countriesrequire you to obtain a visa either in the U.S. or at a consulate abroad. Costs and entrance

requirements vary, but expect to pay between $75 and $500. Find out now what visas, if any,you will need, for places where you will either live or visit. Visas can take up to 10 weeks toprocess, and some countries/consulates may require you to appear in person to obtain the visa,but most consulates will not allow you to apply until 90 days before you intend to enter thecountry.

U.S. Citizens: You NEED a visa for semester study with an internship in the UnitedKingdom, Belgium, and Spain. The Belgian government requires an FBI background check forstudents who are age 21 or older when they apply for the visa. This process takes approximately4-6 weeks in addition to the time one should allow for the visa application. If you are applying tothe Brussels program and are age 21 or older, we highly recommend that you begin this processas soon as possible. Students studying in Brussels during the summer do NOT need a visa, butthose studying in the UK do.

EPA will send out information regarding visa applications approximately 90 days before the startof the program. It is your responsibility to check the consulate website to see what may berequired of you. You may need to show English language proficiency if you are not originally from

a majority English speaking country. You will likely be requirement to submit original bankdocuments, originally letters of support, an original birth certificate, and of course, your originalpassport. Check now with the consulate of the country in which you’ll be studying for anyspecial visa requirements

TIP: We strongly recommend that you make a scan or photocopy of your passport (and visa, if applicable). Take the photocopies overseas with you as well as the originals. Email the scan toyourself and store the copies in a safe place, but in a different location than the originals. Shouldyour passport/visa be lost or stolen, they will be easier to replace if you have a copy.

IMPORTANT VISA INFORMATION

Visa application requirements and processes can vary greatly from country to country, and evenfrom Consulate to Consulate. In other words, the Spanish Consulate in New York may havecompletely different requirements than the Spanish Consulate in Los Angeles. The process can betime-consuming and complicated and we provide the following tips to help you know what to(possibly) expect as you begin the process.

• When applying for a visa, you are dealing with the government of a foreign country. They canmake and change their policies and procedures at any time.

• We are not agents of foreign countries, so our ability to help you fill out visa applications isextremely limited. It is always best to get answers directly from a Consulate employee.

• Read very carefully the application and instructions before contacting a Consulate. This willenable you to ask appropriate and informed questions.

• If you download visa application materials from a website, call the Consulate to be sure that it isthe most recent version. Many websites contain outdated application materials.

• Consulates generally have very limited open hours both for answering the telephone and forpublic appearances.

• When you speak with someone in a Consulate write a detailed record of the conversation: date,time, name of person with whom you spoke, and their comments or answers or recommendations.

• Never assume that because your friend got a visa in one week, that you will, too.

• You ma have to a ear at a Consulate in erson to submit our visa a lication materials. If

General Passport andVisa Information

http://opt/scribd/conversion/tmp/scratch32500/




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example, requires you to apply there, you must be prepared to drive, fly, or take a bus or train toNYC. We cannot ask them to eliminate this requirement for you.

• Don’t assume anything. We cannot guess how or what to answer for any question; neither shouldyou.

• Again, requirements vary, but in general, you can expect to provide the following when applyingfor a student visa:

Demographic information about yourself and your parents, including dates and places of birth;your passport; your round-trip plane ticket to your study abroad country; certification of health and/orcertain immunizations; letter of acceptance to your study abroad program and/or host institution;letter verifying that you are currently enrolled in a degree program in good standing; detailedfinancial support information, notarized, e.g., bank statements (family and self), financial aid sources,etc.; proof of health insurance coverage abroad.

Don’t be surprised if this is not all that is required! This is why it is absolutely essential that youdetermine your specific requirements very early on in the study abroad application process.

• Most of all, be patient and be prepared. The visa application process is normally the mostdaunting and time-consuming part of the study abroad process. Keep in mind the end result!

Check out these websites for more information:

Belgian Consulate www.diblobel.us Travel Document Systems www.traveldocs.com

Spanish Consulate http://www.maec.es Embassy World www.embassyworld.com

British Embassy www.britainusa.com Visa 4 UK www.visa4uk.fco.gov.uk

Rev. 03/11

IMPORTANT VISA INFORMATION

Visa application requirements and processes can vary greatly from country to country, and even fromConsulate to Consulate. In other words, the Spanish Consulate in New York may have completelydifferent requirements than the Spanish Consulate in Los Angeles. The process can be time-consumingand complicated and we provide the following tips to help you know what to (possibly) expect as youbegin the process.

When applying for a visa, you are dealing with the government of a foreign country. They can make anchange their policies and procedures at any time.

We are not agents of foreign countries, so our ability to help you fill out visa applications is extremelylimited. It is always best to get answers directly from a Consulate employee.

Read very carefully the application and instructions before contacting a Consulate. This will enable youto ask appropriate and informed questions.

If you download visa application materials from a website, call the Consulate to be sure that it is themost recent version. Many websites contain outdated application materials.

Consulates generally have very limited open hours both for answering the telephone and for public

appearances.

When you speak with someone in a Consulate write a detailed record of the conversation: date, time,name of person with whom you spoke, and their comments or answers or recommendations.

Never assume that because your friend got a visa in one week, that you will, too.

You may have to appear at a Consulate in person to submit your visa application materials. If this is arequirement, there is most likely no way to get around it. If the NY Consulate of Spain, for example,requires you to apply there, you must be prepared to drive, fly, or take a bus or train to NYC. We cannoask them to eliminate this requirement for you.

Don’t assume anything. We cannot guess how or what to answer for any question; neither should you.

Again, requirements vary, but in general, you can expect to provide the following when applying for astudent visa:

Demographic information about yourself and your parents, including dates and places of birth; yourpassport; your round-trip plane ticket to your study abroad country; certification of health and/or certaiimmunizations; letter of acceptance to your study abroad program and/or host institution; letterverifying that you are currently enrolled in a degree program in good standing; detailed financial suppoinformation, notarized, e.g., bank statements (family and self), financial aid sources, etc.; proof of healtinsurance coverage abroad.

Don’t be surprised if this is not all that is required! This is why it is absolutely essential that youdetermine your specific requirements very early on in the study abroad application process.

Most of all, be patient and be prepared. The visa application process is normally the most daunting antime-consuming part of the study abroad process. Keep in mind the end result!

Check out these websites for more information:

Belgian Consulate www.diblobel.us Travel Document Systems www.traveldocs.com

Spanish Consulate http://www.maec.es Embassy World www.embassyworld.com

British Embassy www.britainusa.com Visa 4 UK www.visa4uk.fco.gov.uk

Rev. 03 11

















http://www.diblobel.us/

http://www.traveldocs.com/index.htm

http://www.traveldocs.com/

http://www.maec.es/MAEC-PORTAL/templates/CmsTmpTSW.aspx?NRMODE=Published&NRNODEGUID=%7B613CC545-8DE6-4E78-ACC6-2958EB6CB69B%7D&NRORIGINALURL=%2FConsulados%2FNuevaYork%2Fen%2FMenuPpal%2FDocumentaci%25C3%25B3n%2By%2BRequisitos%2Bpara%2BServicios%2BConsulares

http://www.maec.es/

http://www.embassyworld.com/

http://www.britainusa.com/

http://www.visa4uk.fco.gov.uk/












http://www.diblobel.us/

http://www.traveldocs.com/index.htm

http://www.traveldocs.com/

http://www.maec.es/MAEC-PORTAL/templates/CmsTmpTSW.aspx?NRMODE=Published&NRNODEGUID=%7B613CC545-8DE6-4E78-ACC6-2958EB6CB69B%7D&NRORIGINALURL=%2FConsulados%2FNuevaYork%2Fen%2FMenuPpal%2FDocumentaci%25C3%25B3n%2By%2BRequisitos%2Bpara%2BServicios%2BConsulares

http://www.maec.es/









11



EDUCATIONAL PROGRAMMES ABROAD

INTERNSHIPS IN EUROPE PROGRAMS

GENERAL POLICIES AND REGULATIONS

Confirmation Deposit

Students who have applied independently and who have been admitted to the EducationaProgrammes Abroad Internships in Europe Program (“EPA”) must submit a $500 non-refundable deposit within two weeks of admission in order to confirm their participation.Students from Affiliate schools will need to pay their school the deposit fee that they areassessed. The process of arranging housing and an internship placement generally doesnot begin until the deposit has been received by the Program, so it is important to returnthe deposit promptly in order to assure housing and placement. If EPA has begun theprocess in reliance on a student’s application or other request before the deposit isreceived, the student may be charged non-recoverable costs incurred if he or sheultimately declines to participate and return a deposit. See the Withdrawal and Refundpolicy below.

Payment of fees

The confirmation deposit, $300 housing deposit (where applicable), and balance of theprogram and housing fees must be paid in full before the official Program start date.Students whose accounts are not paid in full may not be permitted to participate.

EPA reserves the right to charge supplemental fees to cover fluctuations in exchange rateor any other unforeseen price increases, full details of which will be supplied if suchcharges are made.

Housing Information

Housing costs are paid in full by EPA for Program participants prior to the beginning of theProgram for all students in homestays and in pre-arranged apartments. All students whochoose the pre-arranged flat option will be billed for a $300 housing deposit by the U.S.Office of Educational Programmes Abroad (EPA), which is refundable after the program haended minus any charges for cleaning or damages. (All London students will have a $25cleaning charge deducted from the refund.) This housing deposit is due by May 1 forsummer programs, July 15 for fall programs, and by December 1 for spring programs.Refunds are issued 6-8 weeks after the program ends.

Internship Placement Information

The Program Directors begin the process of arranging internship placements as soon as thstudent has submitted the Confirmation Deposit. A great deal of time and effort is put intothe placement process by the Program Directors. Every internship placement is made witcare and consideration for the student’s strengths and interests, and the needs of thepotential placements. Students may be notified of their placement prior to arrival in BerlinBonn, Brussels, Edinburgh, London, or Madrid, but the placement is provisional anddependent upon a successful on-site interview. In the extremely rare event of anunsuccessful interview, the Program Director will make arrangements for another



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Pre Departure Packet


Withdrawal and Refund Policies

EPA makes significant financial commitments on admitted students’ behalf well before thestart of the Program, even before the confirmation deposit is received. Therefore, certainfees may be charged to students who withdraw from the Program after the date they arenotified of their admission.

Students who withdraw or decline to participate in the Program30 or more days before thProgram start date will forfeit the confirmation deposit and any non-recoverable costsincurred EPA (even if no deposit has been paid). Students may be eligible for a refund of amounts paid in excess of the deposit and non-recoverable costs.

Students who withdraw or decline to participate in the Program f ewer than 30 days before

the Program start date will be responsible to pay the confirmation deposit, full term’shousing cost as well as other non-recoverable costs incurred by EPA. Students may beeligible for a refund of amounts paid in excess of the deposit, housing, and non-recoverable costs.

Students who withdraw on or after the official Program start date may be eligible for partiarefunds, less non-recoverable costs and confirmation deposit, only in documented cases oserious illness or emergency requiring a student’s return to the United States. The amounof any refund will be determined in the sole discretion of EPA and the affiliate school afterwritten notice of withdrawal from the Program is received in the Rochester office.

In all cases described in these policies, unrecoverable costs are variable depending on thecircumstances and cannot be estimated in advance. Examples may include orientationfees, housing deposits and payments, and other costs.

Disciplinary Matters

EPA reserves the right to ask a participant to withdraw from a program for serious breachof discipline. This extreme action will only be taken after full consultation between thestudents, EPA, and the credit-granting institution (if applicable).

Any student dismissed from the program by the school or EPA, at any time and for anyreason, is liable for the full cost of the program, including housing, other fees, and thecomprehensive program fee.

pre-departure newsletter

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