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Accepted Students: Procedures/Checklist

To Do List
Congratulations!  You have made it through the acceptance process and will soon be on your way to your foreign destination.  However, there is still a lot you have to do before you leave.  This checklist will help you through the next essential phase.

Many of these steps are time-critical in order to meet deadlines imposed by other offices, your foreign institution and/or the government of your host nation. Please pay attention to the procedures and the deadlines involved. Many are in your online account so it is important to log-in regularly and check your email for updates.

Continue to complete the "Post Decision" Materials on your Study Abroad Online Application Account. If an item does not have it just needs to be completed before departure but...
Failure to do so will jeopardize your participation on Study Abroad!!
Financial Aid Recipients (Important!)
___         If you will require additional Financial Aid to support your studies abroad, please 
make arrangements directly with your Financial Aid advisor before the end of this semester. Its important to understand that financial CAN cover additional education expenses (higher cost of housing and meals, required excursions, travel to program) but NOT additional personal expenses (weekend trips, shopping, cab and uber rides). The Study Away office confirms these costs with your host program. Aid is dispersed according to Jefferson's schedule, not your host program's.
Students alone are responsible for ensuring that their Financial Aid package is in place before departure.

____        Study Abroad participants are registered for Philadelphia University  “placeholder” credits (STUAB-300)Outbound students DO NOT register via Banner. 
                The Study AWAY Office will register you.
___         Jefferson Rome Semester participants register for their courses in their Jefferson Study Away Account 3 months prior to program start.
____        All other program: Make your course selection directly with your Study Away Program according to their processes. Inform the Study Away Office of any changes by submitting a revised course authorization form.

******All Students: Always refer to the course authorization form (saved on your Jefferson Study Away Account) and the Study Away office's "course sheet" to select courses. Any changes from your initial form MUST be sent to the Study Away Office and your advisor to see if you need additional approvals******

All Students (except Jefferson Rome Semester)
___        Finish your External Application (if applicable).  This varies from program to program, so check with the Study Away Office if you have any questions.
             Our approved programs often waive application fees and deposits (not including housing deposits)

               Commit to you program and fill out course registration and housing preferences. Some
               schools (such as University of Westminster) may require a housing deposit directly.
               Other application fees and acceptance deposits are waived unless you have been notified otherwise. Study Away will send your
               billable tuition, housing, admin fees, and
insurance costs to the Jefferson - East Falls Campus
 Office for payment by you during the regular billing cycle.  You do not need to pay a deposit with us in advance. However, all Study Away balances must be paid
(or accounted for) prior to departure.
NOTE: National Student Exchange Participants and students participating in IE or KISD exchange pay housing directly to program or their recommended housing providers. The Study Away office alerts the Financial Aid office to adjust aid accordingly.

___         Attend the required student seminar which will prepare you for your overseas
                studies, inform you of procedures, and answer any questions you may have.
                Check your Study Away Account and emails for more information.

___         Jefferson Rome Semester Students only:  You are also required to attend a mandatory visa meeting. Check your Study Away Account

              Read and complete all material from your program on either their website or through their
              email correspondence. They will be communicating with you directly.

___         Apply for/renew your passport! 
For those of you need a visa, we suggest you do this as soon as possible
Passports must be valid for at least 6 months beyond the return date of your studies.
___         After acceptance to your foreign institution, apply for your student visa
                (if necessary).
O  Students are responsible for ascertaining requirements, applying for, purchasing and
     acquiring their visas and complying with all instructions and regulations related to
     the student visa process.
O  Students going to Italy will be advised of their visa application procedures at their visa
___         Plan and secure your air travel in accordance with the housing, orientation and
               academic schedule of your study abroad institution. Academic schedules are typically
               included in that school’s acceptance literature or from its website. Students are responsible
               for complying with academic calendars and orientation schedules.
               You should wait until your acceptance to your program is confirmed to book any flights. Your program will provide information about arrival and departure.
               Provided minimum numbers are met, a group flight is generally arranged for Jefferson Rome but still must be purchased
               program participants and information will provided around the time of the visa meeting in September/April. 
___      Jefferson East Falls HOUSING:  Make sure your housing and meal plan are
             cancelled for your semester abroad.
             Follow Residence Life’s instructions for guaranteeing your place on-campus of your
             on-campus semester.  If you plan to live on campus after you return, you 
must make
             advance arrangements with Residence Life before your departure for studies
Please direct all campus housing matters to Residence Life.
___       Required: Upload copies of your passport, visa and airline tickets/travel dates to
             Study Abroad before departure.
___       Leave a forwarding address with the university mailroom.
___       Register for and download the AlertTraveler Application provided through your Study Away account.

____      Alert your bank/credit card company about upcoming travel.

____      Meet with your doctor to discuss your travel and prescriptions

            Pick your GeoBlue health insurance card from the Study Away Office or download it from
   You will receive an email when it is ready.                    
            Register with your travel the State Department's STEP Program at
   Your family can also register to keep informed while at home.

____     Log in to your Study Away account to read and sign confirmation of your arrival
_____    Update your contact information with the address of your accommodations and the cell phone (local or international) you chose to use.
____      Use your course authorization form to make any final decisions on course changes.
_____     Upload your final course schedule and report any changes. Include course descriptions for courses that aren't on pre-approved list.
_____     If you made any changes to your courses, email your advisor to confirm.
_____    Add any side trips to your Study Away account itinerary to receive alerts from the AlertTraveler application.