Pre-Departure—Getting Prepared

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6 Pre-Departure—Getting Prepared

During Orientation, Instructor Teams will give a presentation to students and parents/guardians and they will share specific information pertaining to the calendar, class schedule, excursions, onsite activities, packing instructions, travel plans, and more.

Program Site Blogs

Parents/Guardians will be given information about how to find and access to the Program Site Blogs. These blogs are set up and maintained by a program instructor so that can see what their students are doing through photos, videos, and updates in English.

Pre-Departure Checklist

Please be sure to consult the IUHPFL Student Checklist, available on our website, so you are aware of program deadlines and all responsibilities before departure.

Pre-departure considerations include but are not limited to:

Completing and submitting all Acceptance Materials
Having doctors and other health professionals complete and sign the Statement of Medical History
Submitting all Program Fees to IU Accounts Receivable by the deadlines on the Student Checklist
Submitting payment for Airfare via country-specific link on website by the deadline on the Student Checklist
Ensuring that passports (all students) and tourist visas (when applicable) are acquired well before departure and sending the Office a copy as per instructions provided. Please do not send passport copies and other private information via email.
Watching your email for program updates and information
Following flight information online to be aware of any changes
Setting up a shared checking account with the student and a debit card with the student’s name on it, preferably with a security chip
Informing your bank of the dates of your trip abroad
Obtaining a credit card for the student to use in case of emergency, preferably with a security chip
Obtaining $50-$100 worth of the host country’s currency before departure for the first several days of the program
Discussing an appropriate travel budget:
- Most meals are provided, although students should be prepared to purchase 4–6 meals on their own (at airports and in large cities on excursion).
- There may be a few optional excursions that will cost no more than an equivalent of $25 each (movies, bowling, etc.).
- As a general guideline, planning for an average of $50-$100 per week for spending money is a good idea. You might not even spend $50 during one week, but the next you might spend more than $100 while shopping on excursion, etc.
Bringing a journal for the program to record goals, accomplishments, and everyday experiences in the target language can be helpful and rewarding and contribute to language learning.
Discussing with parents/guardians how the student will deal with limited communication and adhere to the Language Commitment and Honor Code
Informing students’ friends and family about their IUHPFL experience, so they are aware of the commitment the student has made to IUHPFL and can be supportive of their goals
Planning what to pack—see advice provided in the site-specific section of this handbook and remember to pack as light as possible
Learning more about the host city and host country so the student knows what to expect and is ready to embrace the culture.
Students can join their team’s group chat to connect with other program participants and instructors pre-departure.
Parents and guardians can check out the Program Site Blog for their student’s team, which will keep them informed and entertained throughout the program! Links will be provided at Orientation and on our website.
Immersing yourself in their target language as much as possible – practice, practice, practice! See STRATEGIES TO PREPARE FOR THE IUHPFL EXPERIENCE in the appendices of this handbook.

Passports, Tourist Visas, and Identification Cards

Students must have a passport that is valid for 3 to 6 months after the programs. Visit the travel website for U.S. State Department to ensure that the passport will be valid for the required length of time.

Before heading to the international airport in Indianapolis, students should doublecheck that their passport is in their backpack. Also, be sure to take two color copies of your passport in your carry-on luggage. While abroad, you will keep one copy on you at all times and the second copy in your suitcase at your host family’s house as a back-up. In the event that your original passport is lost or stolen during travel, a color copy will be necessary to replace it.

Upon arrival in the host country, all passports will be collected by the instructors and stored safely until the group prepares for its return to the U.S. in July. In the event that the student’s actual passport is needed during the program, instructors will be able to provide it easily.

Students should also carry with them their student ID cards, which can help them get student discounts at museums and other venues in the host country.

It is a good idea for parents/guardians to keep a copy of the student’s passport and identification card, along with copies of the debit card and credit card the student takes with them abroad, in case items are lost or stolen.

Luggage Requirements

Although we want students to be prepared with the necessities, we strongly encourage you to pack as light as possible to ensure you can move quickly with the group and not be too exhausted during travel. Furthermore, there is limited space on the coaches that transport students from the international airports in the host countries to their host cities, so packing light is helpful and much appreciated.

Please be sure to visit the airline’s website for more information about the requirements for weight and dimensions of luggage. If luggage is overweight, additional fees will be charged by the airline at check-in. This is one of the reasons why parents/guardians must stay with their students until they have checked in for the departing flight.

Tips for packing, selecting luggage, and traveling:

We recommend two luggage items (one suitcase to check and one backpack). Large suitcases are strongly discouraged.
Check weight requirements for larger suitcases and weigh yours at home once it’s packed, so you don’t have to pay high fees to check yours at the airport; this can be very expensive.
Be sure your luggage is sturdy and has good wheels.
Keep the items you will need for immediate and frequent access in your backpack, including money, debit and credit cards, passport and two color copies, baggage claim tickets, and other ID.
If you wish, pack a few healthy snacks in your backpack.
It is recommended that students pack a few clothing items and small toiletries in their backpacks, in case of delayed luggage. Delayed luggage is rare and is typically tracked down and delivered within a matter of hours or one day, but it’s good to be prepared.
Pack travel-size items when possible and be aware that larger quantities of liquids in carry-on luggage will not be allowed by airport security and will have to be thrown away before boarding. You can buy more of many toiletries, cosmetics, etc. in the host country.
Don’t take anything that might be considered dangerous by airport security. See the airline’s website for packing advice and restrictions.
Consider packing or buying while abroad a large canvas bag for small gifts and other purchases you will bring back with you to the U.S.; this bag can be a carry-on item during the flight home.
Wear comfortable shoes and clothing while traveling.

Students and parents/guardians are responsible for paying all luggage fees at check-in at the airport on Departure Day. Students will be responsible for carrying and managing their own luggage during international travel.

General List of What to Pack: Clothing and Incidentals

Students don’t need to take a lot of clothing with them abroad – your host family will do your laundry or provide you with regular access to laundry machines. During Orientation, instructors will provide information on local climate, and they will go over specific items you should pack pertaining to your program site. See the site-specific section at the end of this handbook for a detailed packing list provided by your instructor team that complements the general list of items that follows.

ALL STUDENTS should remember to pack:

Passport and 2 color copies.
Student photo ID for museums, etc.
Any necessary vitamins or medications, and all medical prescriptions
Small battery-operated alarm clock
Digital camera, additional memory card, batteries or charger
Appropriate electric outlet adapter/converter for your host country
Water bottle
Backpack
A hat and sunglasses for hiking and outdoor activities
Comfortable shoes; one sporty pair and one dressy pair
Slippers to wear in the host family home; going barefoot is not common in many cultures
A journal and/or sketchpad for recording memories and personal insights during the program
Writing utensils and two-pocket folders for classes and other paperwork
Lightweight gifts for your host family members
Easy-care, comfortable clothing, suitable for the climate of the host region; one dressy-casual outfit should be packed for the visit to the mayor’s office. See more guidance on types of clothing to pack in the site-specific section of this handbook.

Students may want to consider how to dress in the host country. U.S. students sometimes comment that their clothing “gave them away” as American tourists. This can make you more vulnerable to derogatory remarks and as potential targets for petty thefts or worse. While it shouldn’t be necessary to buy a new wardrobe for going abroad, students will want to wear clothing that fits in with the local culture. Instructors can provide guidance at Orientation.

Group Flights and Travel Policies

IUHPFL works with a service provider to arrange group flights to and from the host countries. Group flights ensure that students and instructors travel together safely.

We recognize that departure and arrival times might be extremely early or late, and we regret any inconvenience to our students and their families. We thank you for your patience and understanding.

Students travel together to and from the host country on the same group flight. Any exceptions to the group travel must be approved by the IUHPFL Office. Students and their families are responsible for any costs related to deviating from the group travel plans.

Students are not permitted to arrive later than the group at the program site, leave for any amount of time during the program dates, or depart from the program before the end (except in cases of emergency, illness, or behavioral issues).