7 Departure Day and Communication

Departure Day is hectic for students, parents/guardians, and instructors alike, therefore it is important that everyone be prepared in advance. Any general questions or concerns related to the program should be addressed to the Office prior to departure, so Instructors are able to focus on the students and getting everyone ready for the group flight.

At Orientation, Instructors will share the group’s travel plan, which will specify where to meet in the airport, typically near the airline’s check-in counter.

Approximately one week prior to departure, in preparation for Departure Day, the IUHPFL Office will email the most recent flight itinerary to students and their parents/guardians, along with the cell phone numbers of instructors traveling with the students. Students and families should keep this list handy on Departure Day.

The day prior to departure, students and parents/guardians should check online for updates pertaining to the team’s group flight. A search of the airline, flight number, and date will provide this information. The Office will also send out an email if changes in the flight itinerary involve significant differences in time or a change in the flight number.

On Departure Day

• Instructors arrive early at the international airport with the list of students, which includes parent/guardian names and cell phone numbers.
• Students and parents/guardians will have the instructors’ cell phone numbers and will be able to reach them on that day.
• Parents/Guardians should make sure their cell phones are charged and have their call and text message tones on full volume.
• Arrive at the airport no later than the time instructors will have specified at Orientation and in the site-specific section at the back of this handbook.
• It is critical that students and parents/guardians take every precaution to ensure prompt arrival at the international airport, as the team will not be able to wait for late students.
• Parents/Guardians must accompany students inside the airport to ensure that students find their teams and stay with their students through the check-in process to pay luggage fees and to share the departure moment together!

Arrival in Host Country and Program Site

Once the group arrives at the international airport abroad, students can typically expect a bus ride to the program site, ranging anywhere from 30 minutes to six hours. Students will have opportunities to use the restroom and purchase snacks along the way. Long treks to the host city will involve lunch en route; this must be paid for by the student. Be sure to bring some money in the local currency to be able to purchase what you need on this trip.

Shortly after arriving in the host country, students will be asked to give their personal smart devices and passports to the instructors for the remainder of the program. Students will receive program cell phones, with no internet access, which will allow for texting and calling within the host country. Students will also carry a color copy of their passports at all times and keep another copy in their luggage at their host family’s house.

When the team arrives in the host city, one of the instructors will contact office personnel, who will then send an email to parents/guardians, letting them know the group has arrived safely. Please keep in mind that instructors might not be able to inform the Office of the group’s arrival immediately due to internet connectivity issues or helping students with their luggage, etc. We appreciate the patience of parents and guardians, while the team is getting settled in.