Draft_Know Before You Go: A Student's Guide to Going Abroad.docx

KNOW BEFORE YOU GO:

A Student’s Guide to Going Abroad

Revised Spring 2023

Table of Contents

Academics Abroad

● Understanding Credits

● Academic Expectations

● Vol Success Tips

Finances Abroad

● Financial Aid and Scholarships

● Dates & Deadlines

● Money Management Abroad

Health Abroad

● Culture Shock

● Mental & Physical Health

● International Health Insurance

Safety Abroad

● Common Incidents & Global

Safety Concerns

● General Safety Guidelines

Emergencies Abroad

● Emergency vs. Non-Emergency

● Emergency Abroad Protocol & Contacts

● Prepare, Act, Respond

Additional Resources

● Reminders & Summary of Resources

● 20 Questions Worksheet: #VolsAbroad Edition

AUTHOR’S NOTE:

Please use this guide in conjunction with the information shared in Pre-Departure Orientation

hosted each semester by the Programs Abroad Office to prepare for your abroad experience.

If you are unable to attend, please reach out to the Programs Abroad Office for access to the

accompanying Pre-Departure Orientation recording and mandatory assessment. It is your

responsibility to review the materials and

complete the mandatory assessment to be

checked off for Pre-Departure Orientation.

CONTACT:

[email protected] | 865-974-3177

ACADEMICS ABROAD

Studying comes first in study abroad!

In this section, we will review the difference between UTK and transfer credits,

academic expectations and a few Vol success tips. Before we proceed, it is important

for you to understand the type of program you are participating in so you know what

information is relevant to you.

Overview of Types of Programs

UT offers students interested in studying abroad five different types of programs:

faculty-directed, affiliate, exchange, direct, and academic internships.

UT Faculty-Directed Programs

UT faculty-directed programs allow you to study abroad under the

guidance and supervision of a faculty member with a group of other UT

students.

Example: UTK … [ in Bologna], [in Ghana], [Engineering in London], etc.

UT Affiliate Programs

Affiliate programs are coordinated by study abroad organizations and

other universities that are in the business of facilitating study abroad

experiences for students.

Example: CIEE, ISA and SIT are examples of affiliate partners our office

works with to facilitate abroad programs for students.

UT Exchange Programs

For programs designated “Exchange,” you study at University X, and a

student from University X comes to Knoxville to study at UT.

UT Direct Programs

These programs allow you to enroll directly into a foreign university.

UT Academic Internships

Academic internships enable you to gain practical work experience in a

wide variety of fields while earning academic credit.

Example: Absolute Internship, CIEE and ISA all provide internship

opportunities to UTK students.

Resource: https://programsabroad.utk.edu/students/types-of-programs/

UNDERSTANDING CREDITS (UTK vs Transfer credits)

UT Academic Internship

UT Faculty-directed

UT Direct, Exchange or Affiliate

Type of Credit

UT Credit

Transfer Credit

GPA Affected by

Grades

UT & HOPE*

HOPE *

Request for

Transfer Credit

Form Required?

No**

Yes

*If Applicable. Other scholarships may be affected as well.

**Some exclusions apply

If you will be participating in a UT Academic Internship or Faculty-directed program, your

grades will count toward your cumulative UT GPA, HOPE Scholarship GPA and attempted

hours.

If you will be participating in a UT Affiliate, Direct or Exchange program, your grades will count

toward your HOPE Scholarship GPA and attempted hours, but not your cumulative UT GPA.

Courses are NOT pass or fail, so the letter grade you receive abroad will be reflected on your

academic history and official transcript. In order for the course(s) taken abroad to count towards

your UT attempted hours, you must pass the class according to the course’s passing grade

indication which varies by program/host country’s grading system.

Example: See table below

Equivalent

Example: Italy

International Grade

Example: Chile

International Grade

Example: Japan

International Grade

A (90+)

29-30 (excellent)

6.0-7 (muy bueno)

S/A+

B (80-90)

27-28 (very good)

5.0-5.9 (bueno)

C (70-79)

24-26 (good)

4.0-4.9 (suficiente)

D (60-69)

18-23 (satisfactory)

N/A

F (40-59)

>18 (not passed)

0-3.9 (insuficiente)

F/D

F/E

Resource:

https://foundation.ifma.org/wp-content/uploads/2019/11/International-Grade-Equivalencies.pdf

ACADEMIC EXPECTATIONS

Regardless of your program type, you are expected to follow all academic procedures and

guidelines set by your program.

Responsibilities of the Student:

● Understand how the course(s) you are taking abroad will count towards your degree and

if applicable, transfer back to UT. This is something that should be done before you go

abroad, or in some cases, before you even apply to your program.

○ For Direct, Exchange, or Affiliate: Completing the Request for Transfer Credit

form inside your VolsAbroad application and regularly monitoring it’s progress at

tiny.utk.edu/df and checking in when delayed

○ For Faculty-Directed or Internships: Enrolling in the appropriate courses on

MyUTK, as instructed by your faculty leader/academic advisor

● Attend class, participate in all program activities & follow academic procedures

Resource: https://programsabroad.utk.edu/returnees-alumni/transfer-credit-process/

Transfer Credit Process

This process is applicable only to Direct, Exchange and Affiliate programs. It does not apply to

UT Faculty-Directed or Internship programs.

1. Before Departure: Submit your Request for Transfer Credit Form

2. While Abroad: Complete pre-approved abroad courses

3. While Abroad/Upon Re-entry: Have your abroad transcript sent directly to our office

from the abroad institution through electronic or physical mail

Before departure, the student must complete the Request for Transfer Credit Form and

before reentry, must make arrangements for the abroad institution to send academic

transcripts directly to our office. Failure to complete these steps could result in delays in the

disbursement of the student’s financial aid and scholarship package and/or create a potential

delay in financial aid/graduation eligibility.

Request for Transfer Credit Form

While the Programs Abroad Office is not an academic department and cannot determine how

coursework can/will transfer back to UT, PAO Program Coordinators can assist in evaluating

course summaries to determine possible course equivalencies.

To capture advisor course approval and equivalencies, all students should complete the

Programs Abroad Office Request for Transfer Credit Form.

The Request for Transfer Credit Form serves two purposes:

1. To determine how your selected preferred and backup courses abroad will transfer back

to UT and satisfy graduation requirements for the student

2. To determine how your current financial aid package and scholarship will be applied to

the cost of your program abroad and disperse the appropriate aid

Please confer with your academic advisor and check your DARS report to determine courses

still needed to graduate. Then, check your abroad program brochure/course summaries to

identify possible alignment. It is imperative that the student completes the Request for

Transfer Credit Form accessed within the VolsAbroad application before departure.

Failure to complete this form in a timely manner could result in delays in the disbursement of the

student’s financial aid and scholarship package. It is the student’s responsibility to submit the

form accurately and timely and to monitor its progress. Students should be routinely checking to

see if the form is delayed or stalled in the workflow process.

If you have successfully submitted your digital form, you should be able to access and view

it’s progress by following these steps:

● Access your form using the Dynamic Forms software at https://tiny.utk.edu/df.

● Login with your UT NetID and password.

● Click on the ‘My Forms’ section at the top left of the screen, and then you will see two

options: Pending/Draft Forms and Forms History.

● Click ‘Pending Forms’ to view your forms submitted and in process.

● Click on the PDF icon to view the document in its current process and any outstanding

requirements.

○ If course reviews have been done, a ‘requirement met’ line will appear under the

course with the advisor review. Comments may also be added at the bottom of

the document.

○ Digital signatures will appear at the bottom of the document which can help you

to see which individuals have signed and what is left.

Abroad Transcripts

Prior to returning to the United States from your study abroad program you must arrange to

have your transcript sent directly from your host institution/affiliate to the Programs Abroad

Office either electronically using the email [email protected] or by mail at:

1620 Melrose Avenue

University of Tennessee

Knoxville, TN 37996-3531

For more information, please see the Transfer Credit Process at

https://programsabroad.utk.edu/returnees-alumni/transfer-credit-process/

VOL SUCCESS TIPS

https://studentsuccess.utk.edu/vol-success-tips/

● Show up & Show out: It’s your responsibility as a student to show up and show out

by:

○ Showing up for classes

○ Engaging with faculty

○ Completing coursework

● Navigating Classes

○ Understand how your instructors are going to deliver course content. Each

instructor may use different tools, so spend some time getting comfortable

with the new learning environment.

● Communication

○ Check Canvas and Email Regularly. **You are also responsible for

maintaining communication with your host institution/affiliate (if applicable).

○ Communicate potential challenges early

● Study Habits

○ Maintain your good academic habits & create new ones. Recreate your

favorite study routine at home–curl up in an armchair, enjoy a cup of coffee,

or turn on your favorite study music.

FINANCES ABROAD

Another important aspect of your study abroad program is your financial awareness and

preparedness. In this section we will give an overview of financial aid and scholarships,

highlight important dates/deadlines to remember and give a few money management tips

while you’re abroad.

FINANCIAL AID & SCHOLARSHIPS

https://onestop.utk.edu/study-abroad-aid/

You may receive financial aid for a study abroad program if you meet these conditions:

● The program is evaluated and approved by UT Programs Abroad Office (find

programs using the Programs Abroad Office’s Program Search).

● For Direct, Exchange, or Affiliate: The credits earned while you are abroad are

eligible to be transferred back to UT and will count toward your degree

requirements.

● For Direct, Exchange, or Affiliate: You are registered in the study abroad course

through the Programs Abroad Office and have completed the Request for Transfer

Credit Form in your program application.

NOTE: If you enroll in a faculty directed program, you receive UT credit and are not

required to complete the Request for Transfer Credit Form.

To access your UT financial aid and scholarship package, you must be enrolled in the

minimum number of credit hours (depending on the term). Generally speaking, the

minimum required credit hours by term are:

● Fall semester: 12 Credits

● Spring semester: 12 Credits

● Summer: 6 credits

● Winter mini-term: 3 credits (counts towards Spring aid eligibility)

● May mini-session: 3 credits (counts towards Summer aid eligibility)

Using financial aid for summer study abroad:

● Most financial aid requires 6 credit hours at minimum in order to be eligible. Credit

hours both abroad and at UTK can combine across summer sessions to determine

your eligibility. (Example: You take 3 credit hours abroad during May mini-session +

6 hours at UTK during Summer 2 session for a total of 9 credit hours). Please check

with OneStop to see if your specific awards are eligible for summer.

● To apply for financial aid for summer study abroad programs, you should complete

the FAFSA as if you will be attending UT. UT’s federal school code is 003530.

● As you work with Programs Abroad Office to prepare for a summer abroad program,

make sure you complete the Request for Transfer Credit Form accessed in your

program application in the VolsAbroad Portal.

Note: Students participating in UTK Faculty-Directed programs or UT Academic

Internships do not need to complete a Request for Transfer Credit Form. Please

contact your coordinator if you are unsure.

Other tips

1. Winter mini-term hours are counted toward total enrollment and financial aid

eligibility for the spring semester

2. There are not separate financial aid disbursements for Winter mini-term & May

mini-session.

Program Abroad Term

Term for Aid Disbursement

Fall, Academic Year

Fall

Spring, Winter mini-term, Academic Year

Spring

Full Summer, Summer 1, Summer 2, May

mini-session

Summer

DATES & DEADLINES

https://calendar.utk.edu/deadlines

● Program fees post to student accounts according to UTK general term deadlines for

billing and payment.

● Financial aid will be disbursed automatically according to OneStop’s dates (link

above)

● Excess financial aid refunds are generally available within the first 2-3 weeks after

start of the UT term

Dates to identify based on UTK calendar (if applicable):

● When billing begins on MyUTK

● When payment deadlines & financial aid/scholarships disbursement occurs

● When excess financial aid refunds are generally available

For Programs Abroad Office internal scholarship disbursement dates, to include the CGE

Undergraduate Study Abroad Scholarship and the UT in Florence Scholarship, please

contact the Programs Abroad Office at [email protected] or 865-974-3177.

MONEY MANAGEMENT ABROAD

● Use online currency converters to understand your host country’s exchange rate

Resource:

https://www.google.com/search?client=safari&rls=en&q=google+currency+

converter&ie=UTF-8&oe=UTF-8

● Make well-informed decisions about how you will access money while abroad.

○ Are there ATM withdrawal fees?

○ Are there international charge fees for using your bank/credit card abroad?

○ Is your bank aware you will be traveling abroad?

○ How much money do you want to carry around at one time/risk losing?

○ What will you do if your wallet is stolen?

Resource: https://www.forbes.com/advisor/money-transfer/money-transfer-where

-to-exchange-currency/

● Research cost of living in your host country/city & establish a spending budget.

Resource: https://www.numbeo.com/cost-of-living/

Resource: https://www.economist.com/big-mac-index

HEALTH ABROAD

As you are preparing for your study abroad experience, there are important health

considerations to keep in mind. Maintaining your health and wellness, both physically and

mentally, should be considered a top priority for you throughout your time abroad. Here are

some tips to stay healthy in a new country and cultural environment.

Preparedness is about planning.

Ask yourself: What’s the plan if

1. I feel homesick

2. I lose my medication

3. I test positive for Covid

4. I get injured

For situations you don’t have an answer to yet, that’s okay! In this section, we will share

resources so you can be proactive, formulate a plan and feel better prepared for your

experience abroad.

CULTURE SHOCK

https://www.participatelearning.com/blog/the-4-stages-of-culture-shock/

Overview: Though it can be one of the hardest parts of traveling, culture shock is just as

integral to the experience as food, people, and scenery. By recognizing it for what it is and

finding ways to cope, you can prevent culture shock from ruining an otherwise enriching

experience abroad.

Definition: the feeling of disorientation experienced by

someone who is suddenly subjected to an unfamiliar culture,

way of life, or set of attitudes.

Stages of Culture Shock:

1. Honeymoon: The first stage of culture shock

is often overwhelmingly positive. Travelers

may become infatuated with the language,

people, and food in their new surroundings.

At this stage, the trip or move seems like the

greatest decision ever made and an exciting

adventure. ***On short trips, the honeymoon phase may take over the entire

experience as the later effects of culture shock don’t have time to set in. On

longer trips, the honeymoon stage will usually phase out eventually.

2. Culture Shock: Frustration may be the most difficult stage of culture shock

and is probably familiar to anyone who has lived abroad or travels frequently.

At this stage, the fatigue of not understanding gestures, signs, and the

language sets in and miscommunications may be happening. Small things –

losing keys, missing the bus, or not being able to easily order food in a

restaurant – may trigger frustration. And while frustration comes and goes,

it’s a natural reaction for people spending extended time in new countries.

Bouts of depression or homesickness are common during the frustration

stage.

3. Adjustment: Frustrations are often subdued as travelers begin to feel more

familiar and comfortable with the cultures, people, food, and languages of

new environments. Navigation becomes easier, and friends and

communities of support are established. Details of local languages may

become more recognizable during the adjustment stage.

4. Adaptation: The final stage of culture shock is acceptance. Acceptance

doesn’t mean that new cultures or environments are completely understood.

Rather, it signifies that complete understanding isn’t necessary to function

and thrive in the new surroundings. During the acceptance stage, travelers

are able to draw together the resources they need to feel at ease.

MENTAL & PHYSICAL HEALTH

You can be prepared by being proactive.

Mental Preparation:

1. Ask yourself “What coping strategies do I use in the US that I can use in situations

of stress, isolation or when I’m feeling overwhelmed or anxious while abroad?”

Resource: IES, 12 Mindful Ways to Manage Your Stress

(https://www.iesabroad.org/news/12-mindful-ways-manage-your-stress#sthash.E0q

vTMXu.xj5Fnp3n.dpbs)

2. Research the host-country to see what customs, attitudes or cultural differences to

expect.

Resources: CIEE, City-specific Resources for Study Abroad

(https://www.ciee.org/about/what-we-stand-for/diversity-inclusion/city-resources)

Diversity Abroad, Guide to Preparing to Go Abroad

(https://www.diversityabroad.com/articles/category/prepare-to-go-abroad)

3. Consider the intersections of your identity, privilege, and

power and their potential impact on your experience abroad.

Complete an identity assessment such as the Power Flower,

to reflect on how your personal identities compare with

societal power structures and identities in both the US and in

your location abroad.

Link to Power Flower activity:

http://lgbtq2stoolkit.learningcommunity.

ca/training/power-flower/

Resources:

● UT Student Counseling Center (https://counselingcenter.utk.edu/scc-overview/)

● Healthy Happy Vols Abroad: Anxiety Support Wherever You Are

(https://youtube.com/watch?v=GlWJPZ_LQnw&feature=share)

Travel tip: Community, Coping Strategies and Communication

Engage in and Build Community: It’s normal to feel overwhelmed or isolated in a new

environment. It is important to build and be involved in a supportive community by taking

part in organized excursions, finding a language learning/interest club, or setting up regular

community dinners with housemates. With an open mind, proper support and time, you will

adjust and allow yourself to lean into discomfort and experience and engage in a new and

vibrant culture.

Seek Support and Implement Coping Strategies: Sometimes, you need to reflect on

your experience and implement a coping strategy. Once you’ve done so and found the

necessary support, don’t be afraid to keep trying new things that will help shape your

experience abroad and allow you to reflect on and continue to learn about your global

citizenry.

Stay in Communication: Reach out to your program leader/ in-country program leaders if

you are experiencing issues or need assistance or support, but also remember that the

Programs Abroad Office remains a resource to you leading up to, during and after your

abroad program.

Physical Preparation:

1. Check with your host country, affiliate provider/host institution, International SOS,

and all other parties like airlines to determine specific requirements/rules that may

be applicable to you while you’re abroad, regarding things like:

● current medications you’re taking

● immunizations you need

● proof of health records/vaccines

● quarantine and testing requirements for Covid-19

For medications you are currently prescribed:

● Keep the medication in its original labeled medication bottle

● Consider asking your doctor for a written prescription to include in your travel

documents

● Pack extra, in case of travel delays

● Include in your carry-on bag, not checked luggage, to minimize the risk of it

being lost in transport

2. Maintain records that are both accurate and up-to-date; Keep them in 2 or more

secure but accessible locations (Example: VolsAbroad portal, Google Drive,

physical copies, trusted family member, etc.)

Resources:

● Your primary care physician

● CDC (https://wwwnc.cdc.gov/travel/)

Covid-19 Reminder

● Some program destinations may require Covid-19 boosters in addition to

vaccination. Vaccines and boosters for Covid-19 are currently available at the UTK

Student Health Center (https://studenthealth.utk.edu/)

● Timing is extremely important. Some countries require “full” vaccination (i.e. two

weeks after second dose or booster). Please make sure the timing of your

vaccinations complies with all local requirements.

● List your vaccination history in your study abroad application (VolsAbroad portal)

● Consult your doctor with any questions

The best defense remains getting vaccinated and/or boosted before your travel. Getting

vaccinated/boosted not only helps protect your health, but also your investment in this

study abroad opportunity.

With changing regulations, we strongly encourage you to check with your selected program

provider, host country, and airline to determine whether this opportunity is right for you. Talk

to your doctor if you have specific concerns related to your health and Covid-19 or any

other health issues.

You are required to comply with all entry and exit requirements – including full

vaccination/booster status, if applicable – and any restrictions that may be in place at the

time of travel. If eligibility requirements are not met, you are held financially responsible for

associated costs, as outlined in the withdrawal policy found in your

Vols Abroad application.

Please note: If you test positive for Covid-19 while abroad, you will be held to testing,

isolation, and treatment procedures set by your host country and/or program provider. If

you feel unwell or suspect you might have Covid while abroad, contact your program

leader/in-country program contact, who can help you receive access to the medical care

you need.

Resources: US Department of State

(https://travel.state.gov/content/travel/en/traveladvisories/COVID-19-Country-Specific-Infor

mation.html)

World Health Organization (WHO)

(https://www.who.int/emergencies/diseases/novel-coronavirus-2019/travel-advice)

INTERNATIONAL HEALTH INSURANCE

https://cge.utk.edu/intlsos/

UT faculty, staff, and students traveling abroad on university-sponsored trips are covered

by an international travel insurance policy underwritten by Chubb Insurance.

UT Academic Internship

or Faculty-directed

UT Direct, Exchange

or Aﬃliate

Chubb Insurance

(charged & enrolled by

UT)

Why it's important:

Having an international medical insurance policy is important because most US policies

have limited coverage outside of the US. Not only does international health insurance cover

your medical expenses while you are abroad, it also covers expenses such as repatriation

and medical evacuation to use in case of emergencies. However, it is important to note that

this insurance does not cover expenses related to travel such as lost or delayed baggage,

travel delays, or cancellations. You may want to consider an additional policy to cover these

situations.

Highlights:

● $500,000 Total Maximum per Covered Accident or Sickness

● $0 Deductible per Covered Accident or Sickness

● Emergency medical and security evacuation benefits

● $2,000 benefit to help cover COVID-19 quarantine-related expenses abroad

For information or to submit a claim post-incident, please visit

https://cge.utk.edu/wp-content/uploads/sites/84/2022/09/2022-2023-University-of-Tennesse

e-International-Travel-Insurance-Brochure.pdf

SAFETY ABROAD

(Repeating because it’s true): Preparedness is about planning!

Ask yourself: What’s the plan if:

1. A natural disaster occurs?

2. I am the victim of a crime?

3. I break an international law?

4. My passport/wallet are stolen?

COMMON INCIDENTS & GLOBAL SAFETY CONCERNS

Common Incidents Abroad

● Lost or Stolen items (passport, wallet, luggage, etc.)

● Alcohol-related incidents (physical injuries, breaking the law, etc.)

● Interpersonal Conflicts (roommates, classmates, etc.)

Global Safety Concerns

● Terrorism

● Political/Civil unrest

● Natural disasters

● Street crime

GENERAL SAFETY GUIDELINES

It is very important that you know the potential risks in your program location in order to be

able to minimize those risks. It is your responsibility to take an active role in your safety.

To learn more about the specific risks for your location(s), be sure to review all information

provided to you by your program provider/organization and/or host university and follow

their safety protocol. Do independent research on your abroad location(s)/host country

using International SOS and other credible resources.

Resource: International SOS (https://www.internationalsos.com/MasterPortal/

default.aspx?membnum=11BCAS080063)

General Safety Guidelines

In the majority of locations, these general safety guidelines provide a foundation you can

use to inform your decisions and develop your personal risk mitigation plan:

Communication

● Have a charged and accessible cell phone in case of emergencies.

● Report any issues or concerns to program leaders/in-country program contacts.

Common Sense

● Use the buddy system whenever possible, and never leave a buddy behind.

● Avoid potentially dangerous situations, “high risk” locations, and “no go” zones -

especially after dark or when alone.

● Pay attention to your intuition. If something feels “off”, don’t ignore it.

Country-specific Information

● Be conscious of culturally appropriate and inappropriate behavior.

● Know the address of the nearest hospital and US Embassy.

EMERGENCIES ABROAD

To make informed decisions, it is helpful to know what constitutes an emergency or

non-emergency, what protocols are in place and what your resources are. In this section,

we will highlight various scenarios you may encounter and relevant resources to help you

prepare for and act during emergency situations abroad.

EMERGENCY VS. NON-EMERGENCY

Emergency

● Accident that threatens your life or the

life of another

● Life-threatening illness that presents

extreme or concerning symptoms

● Attack or assault to your person

● Local or world events deemed by your

program to threaten your health or

safety in your location

Action to take: Use the Emergency Abroad

Protocol and Contacts below.

Non-Emergency

● Lost or stolen items (credit card/wallet, luggage, technology, etc)

● Rescheduled, delayed or missed flights

● Mild illnesses with which you are familiar (common cold, seasonal allergies,

stomach aches, etc.)

Action to take: Notify the program leader/in-country program contact of the

issue/situation and any action taken so they can assist as needed. Then, inform the

Programs Abroad Office by email at [email protected] or phone at 865-974-3177.

EMERGENCY ABROAD PROTOCOL & CONTACTS

Contact through the following chain-of-command:

1. The local 911-equivalent for immediate emergency assistance.

This process is similar to how you’d reach out to emergency services in the US in

case of fire, need for police, etc.

Resource: https://travel.state.gov/content/dam/students-abroad/pdfs/911_ABROAD.pdf

2. Program leader/in-country program contact to inform and for

on-the-ground support.

This should be covered in your in-country orientation session. If you’re not sure who

this is, ask the Programs Abroad Office.

3. International SOS for professional guidance, resources, and in-the-moment

support

+001-215-942-8478

Membership Number: 11BCAS080063

4. UTK Programs Abroad 24/7 Emergency Hotline for guidance

and in-the-moment support

+001-865-789-2982

PREPARE, ACT, RESPOND

Prepare:

1. Understand the emergency protocol shared in the following section and familiarize

yourself with the linked resources

2. Enroll in the Smart Traveler Enrollment Program (S.T.E.P.) at step.state.gov

● Free service for U.S. nationals traveling and living abroad through the US

Department of State

● Sends important country-specific safety updates from the local embassy

● Helps the embassy contact you in case of an emergency

3. Save emergency contact information for US and international-based contacts:

Local 911-equivalent: https://travel.state.gov/content/dam/students-abroad

/pdfs/911_ABROAD.pdf

Local program leader/in-country program contact(s)

ISOS Emergency Hotline

Programs Abroad Emergency Hotline

4. Make hard and/or digital copies of:

Passport and visa, if applicable

Vaccine card/proof of up-to-date immunizations

international insurance coverage information

5. Share copies with your support systems back home (family/guardian, emergency

contacts, etc.)

Act:

International SOS - Travel support IN THE MOMENT

● Examples: Lost medication, need to get to a doctor, lost passport

● Resource: https://www.internationalsos.com/MasterPortal/default.aspx?

membnum=11BCAS080063

Chubb Insurance - Health insurance provider POST-INCIDENT

● Example: You need to file a claim to be reimbursed for medical expenses

● Resource: https://cge.utk.edu/wp-content/uploads/sites/84/2022/09/2022-

2023-University-of-Tennessee-International-Travel-Insurance-Brochure.pdf

CDC - Government resource for health-related travel information

● Example: “What vaccinations are required in my host country?”

● Resource: https://wwwnc.cdc.gov/travel/

US Dept of State - Government resource for health/safety travel information

● Example: “How safe is my host country?”

● Resource: https://travel.state.gov/content/travel.html

WHO - United Nations resource for health, safety and vulnerable populations

● Example: Covid-19 Travel Advice

● Resource: https://www.who.int/emergencies/diseases/novel-coronavirus-

2019/travel-advice

Respond:

● Monitor your UT and program organization/host university email accounts and

portals regularly

● In the event of an emergency, your program contacts will check in with you about

your safety and provide guidance

● It is very important that you respond to any emails, calls, or texts from UT and/or

local program staff

REMINDERS & SUMMARY OF RESOURCES

REMINDERS

Packing Considerations:

1. Weather and Climate: Does your destination have a rainy/cold season? Summer in

Tennessee does not mean it will be hot and humid in your host country.

2. Culturally Appropriate: For most destinations, it is a good idea to avoid tank tops

and short skirts/shorts in public.

3. Program Activities: Are you going hiking/walking a lot? You’ll need comfortable,

closed-toed shoes. Water activities? Pack the SPF! (Check TSA’s guidelines)

4. Personal Medications: Do you have enough for your entire program or know what

to do if you run out? Is it in its original bottle with your name on it?

5. Luggage and Belongings: Is your luggage lightweight, easy to manage,

waterproof? How will you store/safeguard your passport, money, electronics? Is

bringing that drone really necessary?

Resources: CDC (https://wwwnc.cdc.gov/travel/)

TSA Guidelines (https://www.tsa.gov/travel/security-screening/whatcanibring/all)

Behavioral Expectations:

As a UT student, you are held to the UT Student Code of Conduct and any Behavioral

Agreements outlined in your program application in the VolsAbroad portal.

For more information, please review the UT Student Code of Conduct and Behavioral

Agreement in your program application in the VolsAbroad portal.

You are an ambassador of the University of Tennessee and the USA! The consequences of

violating these policies can be costly and compromise your safety.

Consequences of violating behavioral expectations may include:

• Endangering personal safety

• Undergoing conduct sanctions at UT

• Being sent home from your program

• Suffering legal consequences

Vols Help Vols:

You uphold the Vols Help Vols ideology when you act in a respectful and responsible

manner towards your host country, instructors/program leaders, classmates,

room/housemates or host families and yourself.

To your host country/culture:

● Inquire about history, social norms and other aspects of your host country's culture

before making an assumption or judgment that might harm others

● Be respectful of others’ intercultural learning experiences and your responsibility as

an ambassador of UT and the USA

To Academic Instructors/Program Leaders:

● Show an interest in the material, be attentive in class and be aware of the academic

expectations

To Classmates:

● If you see that another program participant is struggling, assist as you are able or

encourage them to seek support.

● Do not invite non-program guests to participate in program activities or visit student

housing. This is not permitted and disrupts the learning environment and/or safety of

others.

To Room/Housemates or Host families:

● Communicate any plans that may impact those you are co-inhabiting with,

especially if it involves a break from your normal routine.

Example: If you’re taking a weekend trip out-of-town, let them know not to expect

you home and/or your intended destination.

To Yourself:

● Identify personal boundaries/limitations. Even outside of your comfort zone, you can

respect yourself and your needs.

● Communicate with your program leader or in-country contact when you have

questions or concerns

SUMMARY OF RESOURCES

Listed as they appear in “Know Before You Go: A Student’s Guide to Going Abroad”

*Please note: Suggested external resources are meant to assist the student but are not

monitored or maintained for accuracy or quality control.

Category

Resource

Link

Used for

Academics

International Grade

Equivalencies | IFMA

Foundation

https://foundation.ifma.org/wp-

content/uploads/2019/11/Intern

ational-Grade-Equivalencies.p

Suggested external

source for checking the

host country’s grading

scale and how it may

compare to the USA*

Academics

Request for Transfer

Credit Form | Dynamic

Forms

tiny.utk.edu/df

Office resource for

checking the status of

previously submitted

forms

Academics

Transfer Credit

Process | Programs

Abroad

https://programsabroad.utk.edu

/returnees-alumni/transfer-cred

it-process/

Office resource for

understanding the

Transfer Credit process

Academics

Vol Success Tips |

Student Success

https://studentsuccess.utk.edu/

vol-success-tips/

UT resource for adhering

to UT academic

expectations

Finances

Study Abroad

Resources | OneStop

https://onestop.utk.edu/study-a

broad-aid/

UT resource for

understanding the

conditions under which

financial aid may apply to

a program abroad

Finances

UT Academic and

Financial Dates and

Deadlines Calendar

https://calendar.utk.edu/deadlin

UT resource for

understanding the UTK

deadlines under which

our office operates and

the student is expected to

adhere to

Finances

Online Currency

Converter | Google

https://www.google.com/search

?client=safari&rls=en&q=googl

e+currency+converter&ie=UTF

-8&oe=UTF-8

Suggested external

source for currency

conversion*

Finances

“Where to Exchange

Currency Without

Paying Huge Fees” |

Forbes Magazine

https://www.forbes.com/advisor

/money-transfer/money-transfe

r-where-to-exchange-currency/

Suggested external

source for tips on

exchanging currency*

Finances

Cost of Living |

Numbeo

https://www.numbeo.com/cost-

of-living/

Suggested external

source to research cost of

living in host country*

Finances

“Our Big Mac index

shows how burger

prices are changing |

The Economist”

https://www.economist.com/big

-mac-index

Suggested external

source to understand

exchange rate/cost of

living in host country*

Health

“The Four Stages of

Culture Shock” |

Participate Learning

https://www.participatelearning.

com/blog/the-4-stages-of-cultur

e-shock/

Suggested external

source to understand

what culture shock is and

how it affects an

international experience*

Health

“12 Mindful Ways to

Manage Your Stress” |

IES Abroad

https://www.iesabroad.org/new

s/12-mindful-ways-manage-yo

ur-stress#sthash.E0qvTMXu.xj

5Fnp3n.dpbs

Suggested external

source for tips on how to

manage stress*

Health

“City-Specific

Resources for Study

Abroad” | CIEE

https://www.ciee.org/about/wha

t-we-stand-for/diversity-inclusio

n/city-resources

Suggested external

source for researching

customs and cultural

differences in host

country*

Health

“Guide to Preparing to

Go Abroad” | Diversity

Abroad

https://www.diversityabroad.co

m/articles/category/prepare-to-

go-abroad

Suggested external

source for researching

cultural differences and

diverse identities abroad*

Health

“Power Flower” |

LQBTQ2s Toolkit

http://lgbtq2stoolkit.learningco

mmunity.ca/training/power-flow

er/

Suggested external

source for understanding

how your own identities

and perception of identity

impacts your experience

abroad*

Health

UT Student

Counseling Center

https://counselingcenter.utk.ed

u/scc-overview/

UT resource for mental

health services

Health/Safety

Emergencies 911

Abroad | US

Department of State

https://travel.state.gov/content/

dam/students-abroad/pdfs/911

_ABROAD.pdf

Government resource for

researching

911-equivalent contact

numbers in host country

Health/Safety

Centers for Disease

Control (CDC)

https://wwwnc.cdc.gov/travel/

Government resource for

immunization

requirements; Legality

and accessibility of

current medications

Health/Safety

Emergency Assistance

(International SOS) |

Center for Global

Engagement

https://cge.utk.edu/intlsos/

https://cge.utk.edu/wp-content/

uploads/sites/84/2022/09/2022

-2023-University-of-Tennessee

-International-Travel-Insurance

-Brochure.pdf

UT-partnered resource for

understanding the

emergency protocol and

contact numbers

Health

International Health

Insurance (Chubb

Insurance) | Center for

Global Engagement

https://cge.utk.edu/wp-content/

uploads/sites/84/2022/09/2022

-2023-University-of-Tennessee

-International-Travel-Insurance

-Brochure.pdf

Departmental resource

for understanding the

UTK-provided

international health

insurance coverage and

reimbursement claims

process post-incident

Safety

International SOS

https://www.internationalsos.co

m/MasterPortal/default.aspx?m

embnum=11BCAS080063

UT-partnered resource for

researching

country-specific

information; downloading

your membership card

Health/Safety

Covid-19 Country

Specific Information |

US Department of

State

https://travel.state.gov/content/t

ravel.html

https://travel.state.gov/content/t

ravel/en/traveladvisories/COVI

D-19-Country-Specific-Informat

ion.html

Government resource for

researching travel

advisories and

country-specific

information; Covid-19

Information

Health/Safety

Covid-19 Travel Advice

https://www.who.int/emergenci

United Nations resource

| WHO

es/diseases/novel-coronavirus-

2019/travel-advice

for understanding the

requirements, resources

and mandates in place in

the host country

Safety

Smart Traveler

Enrollment Program

(S.T.E.P.)

step.state.gov

Government resource for

maintaining awareness of

safety updates and

contact information

Health/Safety

Emergencies 911

Abroad | US

Department of State

https://travel.state.gov/content/

dam/students-abroad/pdfs/911

_ABROAD.pdf

Governemnt resource for

esearching

911-equivalent contact

numbers in host country

Health/Safety

US Department of

State

https://travel.state.gov/content/t

ravel.html

Government resource for

understanding the health

and safety information of

host country

Reminders

Transportation Security

Administration (TSA)

https://www.tsa.gov/travel/secu

rity-screening/whatcanibring/all

Government resource for

understanding airline

rules and restrictions

Reminders

UT Student Code of

Conduct

https://studentconduct.utk.edu/

wp-content/uploads/sites/53/20

21/08/2m3k1ac-Fall-StudentCo

deOfConduct_WEB.pdf

UT resource to

understand the student’s

behavioral requirement

20 QUESTIONS WORKSHEET: #VolsAbroad Edition

Fill in the blanks and answer “Yes” to the following statements to set yourself up for success as you

prepare for your experience abroad! Please use “Know Before You Go: A Student’s Guide for Going

Abroad”, resources shared by our office/affiliate partners and independent reflection to complete.

Academics

1. I understand how the course(s) I am taking abroad will count towards my degree

and if applicable, transfer back to UT. I am aware that this is something that should

be done before I go abroad, or in some cases, before I even apply to my program.

For Direct, Exchange, and Affiliates: I have completed the Request for Transfer

Credit Form inside my VolsAbroad application and am regularly monitoring its

progress at tiny.utk.edu/df and checking in when delayed. If anything changes, I will

submit a new form with accurate and complete information.

For Faculty-Directed and Internships: I have enrolled in the appropriate courses

on MyUTK, as instructed by my faculty leader/academic advisor.

Initial here to agree: _________

Resource: https://programsabroad.utk.edu/returnees-alumni/transfer-credit-process/

2. I understand that my abroad program is NOT pass/fail, and it is my responsibility to

understand the grading scale and adhere to the academic standards in place at my

host institution as well as UT.

Initial here to agree: _________

(If applicable) The grading scale in my host country is ____________________________

with a passing grade as _________________________.

Resource: International Grade Equivalency

(https://foundation.ifma.org/wp-content/uploads/2019/11/International-Grade-Equivalencies.

pdf)

Finances

3. Billing on MyUTK begins: ________________________________________

Resource: UTK Registrar Calendar (https://registrar.utk.edu/calendar/)

4. Payment deadlines & financial aid/scholarships disbursement date:

____________________________________

Resource: UTK Registrar Calendar (https://registrar.utk.edu/calendar/)

5. Financial aid refunds processing begins: _______________________________

Resource: UTK Registrar Calendar (https://registrar.utk.edu/calendar/)

6. Primary* currency of my abroad country: ____________________________

*In highly traveled areas, sometimes there are numerous forms of currency exchanged.

Resource: Currency Converter Tool (https://www.xe.com/currencyconverter/)

7. Exchange rate**:

$1.00 in the US is equal to _________________________ in my abroad location.

(amount) (type of currency)

**Based on the market at the time of inquiry. Fluctuations are normal.

Resource: Forbes Magazine Article (https://www.forbes.com/advisor/money

-transfer/money-transfer-where-to-exchange-currency/)

8. The cost of living in ________________ is ___________than the cost of living in the

US/Tennessee. (country) (higher/lower)

To prepare for this difference, I can: ___________________________________

________________________________________________________________

Resource: Cost of Living Tool (https://www.numbeo.com/cost-of-living/)

Bonus: A historical summary of the currency in my host country is: _________________

______________________________________________________________________

It is sometimes helpful to be aware and familiar with historical accounts of the currency in your host

country. Oftentimes, political influence is a large component and allows you to be more aware as you

engage in the culture abroad.

Health

9. What coping strategies do I use now that I can use in situations of anxiety, stress,

isolation or when I’m feeling overwhelmed while abroad?

● _____________________________________________________________

_________________________________________________________

● _____________________________________________________________

_________________________________________________________

● _____________________________________________________________

_________________________________________________________

10. Based on my above answer, I need to ensure I pack or prepare the following

resources:

● ___________________________________________________________

11. What customs, attitudes or cultural differences can I expect in my abroad

location(s)?

__________________________________________________________________

_______________________________________________________________

Resource: CIEE, City-specific Resources for Study Abroad

(https://www.ciee.org/about/what-we-stand-for/diversity-inclusion/city-resources)

12. I have a plan for how I will manage my medication abroad. I have checked to ensure

I am bringing enough of my medication for the duration of my program and that I am

complying with all local laws and regulations of my host country.

Initial here to agree: _________

13. The address and contact information of the nearest hospital or US Embassy to my

abroad location is:

__________________________________________________________________

_______________________________________________________________

Resources: Your host country’s foreign embassy (https://www.usembassy.gov/),

International SOS

(https://www.internationalsos.com/MasterPortal/default.aspx?membnum=11BCAS08

0063)

14. I am aware of and up-to-date on all immunizations required by the various parties

involved, including but not limited to:

Host country requirements/rules

Affiliate provider/host institution requirements/rules

Airlines and other transportation services requirements/rules

Other involved parties (other countries/travel destinations, hostels, etc.)

Initial here to agree: _________

Resources: Your host country’s foreign embassy (https://www.usembassy.gov/),

Department of State Country-Specific Covid-19 information

(https://travel.state.gov/content/travel/en/traveladvisories/COVID-19-Country-Specifi

c-Information.html), WHO (https://www.who.int/), and the CDC

(https://www.cdc.gov/)

15. I have health records/proof of vaccines that are both accurate and up-to-date.

They are in 2 or more secure but accessible locations, including a physical copy

that I am keeping in a secure location.

Initial here to agree: _________

Resource: Your primary care physician

Safety:

16. Before my flight is scheduled to depart I have or will obtain a passport that is valid

for at least 6 months beyond my return date. I will include copies of my passport that

are signed, in-color and legible in 2 or more secure but accessible locations,

including my program application in the VolsAbroad portal and a physical copy that I

am keeping in a secure location.

Initial here to agree: _________

17. The in-country 911-equivalent number is: _______________________________

Resource: Emergency Equivalent Numbers Abroad

(https://travel.state.gov/content/dam/students-abroad/pdfs/911_ABROAD.pdf)

18. The in-country calling code is: ______________________

Resource: List of Country Codes (https://www.howtocallabroad.com/codes.html)

19. For Direct, Exchange, Affiliates and Internships:

My program provider/host institution’s 24/7 emergency contact is:

________________________________________________________________

For Faculty-directed programs:

My faculty leader’s emergency contact is:_______________________________

________________________________________________________________

Bonus: (If applicable) Common phrases or ways to ask for help if traveling in a

destination where English is not the primary language:

Resource: Google Translate

English: “Can you help me?”

___________________________________________________________

English: “It’s an emergency!”

___________________________________________________________

English: “Police” ___________________

English: “Ambulance” _______________

English: “Hospital” _________________

English: “Fire” / “Fire Department” _______________________

20. I have saved the following emergency hotline numbers (below) in my phone and

downloaded the free Assistance App from International SOS. I understand that this

resource can help me find local healthcare or medication, arrange medical transportation

and care, monitor medical conditions, provide safety/security advice, and assist in

evacuations.

International SOS 24/7 Assistance:

+001-215-942-8478

Membership Number: 11BCAS080063

Programs Abroad 24/7 Emergency Hotline:

+001-865-789-2982

Initial here to agree: _________

Resource: International SOS app (app.internationalsos.com)

UTK’s membership number is 11BCAS080063)