Preparing to study abroad can be hectic and overwhelming, especially if this is the first time you're going to live in another country. With so many applications, deadlines, and arrangements to make, it's easy for things to slip between the cracks.
When it comes to planning a study abroad trip, you need to pay close attention to dates and deadlines, especially when concerning:
- Applying to programs
- Seeking financial aid
- Finding housing
- Making travel arrangements
- Getting passports and/or visas
A chronological checklist is a great tool to visually organize the steps you need to take to prepare for your trip, from one year before departure to your arrival date.
Use the following study abroad checklist to avoid unnecessary stress and stay on track for a hiccup-free departure!
One Year Before Departure
Research Study Abroad Programs
Do you know you want to study abroad, but haven't decided on a program or destination? Now is the time to research and compare.
Reach out to people you know who have studied abroad in the past and ask for opinions of their experiences or contact your academic advisor to discuss the best options for you. When comparing the different programs, keep in mind cost, class credits, courses, location, travel possibilities, and program length.
You should start researching well in advance because you never know how early you might be required to apply. You don't want to miss out on the perfect study abroad experience just because you missed the application deadline!
Apply for a Passport
A year before departure may seem early, but the passport application process can take several months. You'll need your passport when it comes time to make travel arrangements and apply for your visa. So, if you don't already have a valid passport, you should apply for one now.
Even if you do have a valid passport, you may need to renew it. To attain a visa, many countries require your passport to be valid for six months after the date you plan to return to your home country. So, if your passport expires shortly after your planned return date, you should apply for a renewal.
Processing times for passport applications vary by country and can be quite long. For U.S. citizens, for example, processing takes an average of 8 weeks. To avoid setbacks and expensive expedition fees as you prepare to study abroad, apply for a passport about a year in advance (or as early as possible).
Eight to Ten Months Before Departure
Apply for Programs
Once you've carefully considered all the options, choose the program that best fits your interests and — most importantly — your academic goals.
Pay close attention to application deadlines, as they may be earlier than you expect. That's because you'll need plenty of time to apply for a visa, make travel arrangements, and sign up for classes before your program begins.
Another reason to consider applying early is that some programs accept students on a first-come, first-served basis.
Apply for Scholarships/Financial Aid
It's no secret that studying abroad can be expensive. In addition to tuition at a foreign university, you will have to pay for housing, dining, the cost of travel, and more. Many students will require financial aid to cover these costs.
Deadlines to apply for scholarships and funding vary. Some may require you to apply early, while others have deadlines closer to the date of departure. As a general rule, it is always better to apply earlier.
Six Months Before Departure
Start Looking for Housing
Study abroad students can typically choose between living on-campus, off-campus, or with a host family.
Living on-campus offers several advantages, like zero commuting hassles and easier access to campus resources (library, labs, health facilities, support services, etc.).
However, living with a family while studying abroad can significantly enhance a student's experience. You can learn cultural nuances more quickly, and in greater depth, by living among locals.
Whichever accommodations you choose, you should start looking about 5 months before arrival. On-campus housing tends to fill up quickly, finding a host family might take time, and finding off-campus housing may require months of applying to lots of apartments and dodging scammers.
Three Months Before Departure
Attend the Pre-departure Orientation
Students who will study abroad must watch and read the pre-departure orientation slides and take a quiz on the contents. Students must score 80% or better on the quiz to be considered that they successfully attended the pre-departure orientation.
Book Your Flights
With all the long and tedious tasks squared away, it's time to tackle the practical matters. Start by booking your flight. International flights tend to be most affordable about 3-4 months in advance, though it's a good idea to start tracking prices early. The longer you wait to buy, the more expensive you can expect your flight to be.
Start Budgeting for Your Trip
Studying abroad is expensive, so budgeting is necessary.
First, consider the cost of accommodation and dining. Then use the excess to budget for activities and side-trips to nearby cities or countries. How much you're able to spend will likely depend on how much money you receive in scholarships and financial aid, how much money you've saved for this occasion, and exchange rates.
Find out what the exchange rate is between your local currency and your destination's currency.
Use cash as much as possible and limit trips to the ATM to avoid withdrawal fees and foreign transaction fees on your credit and debit transactions. Give yourself a weekly budget and withdraw that amount of cash once per week. Not only will this help you avoid excessive fees, but it will also help you stick to your budget!
Register Your Trip with the Local U.S. Embassy (U.S. Students)
U.S. students studying abroad should take advantage of the Smart Traveler Enrollment Program (STEP), which allows U.S. travelers to register their trip with the local U.S. embassy or consulate.
STEP is designed to maximize travelers' safety and security no matter where they are in the world. Registered travelers will receive alerts about safety conditions in their destination country, including emergencies, weather, civil unrest, and more.
Schedule a Physical Exam with Your Doctor
A physical exam may already be required for your visa, but even if it isn't, you should still consider scheduling an appointment with your doctor before you leave. Good health, after all, is central to smooth and stress-free travel.
This doctor's appointment is also a good opportunity to get any necessary vaccines and obtain prescriptions for enough medication and contact lenses to last your entire trip.
Find out if your destination requires specific vaccinations.
One Month Before Departure
Notify Your Bank of Travel
Many banks will block your credit or debit card if they notice suspicious activity — and unexpected foreign transactions can look suspicious! Call your bank before you leave to tell them the dates you plan to be out of the country and which countries you plan on visiting. That way you can use your cards freely without having to call and unblock your card in the middle of your trip.
Figure Out How You Will Communicate Abroad
Will you be able to use your smartphone, or will you need to purchase a temporary phone while you're away?
Contact your wireless carrier to find out:
- If your smartphone is locked or unlocked, and
- If your wireless plan includes use abroad.
Many U.S. carriers charge excessive roaming fees, and some require you to purchase an expensive international wireless plan to use your phone abroad.
The smartest choice for long-term trips like studying abroad is to either purchase a temporary phone when you arrive in your destination country, or (if your phone is unlocked) to purchase a SIM card.
Research where you can buy a temporary cell phone or SIM card for when you arrive and try to make sure it includes access to data. That way you'll be able to use GPS and other helpful apps while traveling.
Learn About Your Destination's Language and Culture
With just weeks before your departure date and the most tedious tasks out of the way, it's time for the fun stuff: learning about your destination's language and culture!
If you're planning on studying in a country where they speak a language other than your own, getting a basic grasp of the language will prove very helpful when you arrive.
If you've already studied the language, review your old notes and brush up a bit. Even those who feel confident in class can feel intimidated when they first hear a foreign language spoken in its native country.
Otherwise, pick up a phrasebook with the most useful phrases you'll need to know to get around and communicate with locals. A pocket-sized book is ideal so you can have it on-hand whenever you need it!
See more tips for getting by in a foreign country when you don't speak the language.
But language isn't all you should learn about before you leave. Take some time to get to know the culture as well — rules and traditions, food, decorum, etc. Being aware of the culture before you go will ease culture shock and help you appreciate your new country.
Planning to study abroad in the USA? Download our free guide to U.S. cultures and customs.
One Week Before Departure
Pack Your Bags
Make a study abroad packing list to help you organize your bags, and make sure you have the proper power adapters and converters.
Pack the following in your carry-on in case your checked baggage is lost or takes extra time to arrive:
- All your travel documents
- Travel-sized toiletries
- A change of clothes
- Some cash in your destination's currency
If you're staying with a host family, you might want to think about packing a gift for them as well. They will appreciate the thoughtful gesture and a gift is a great way to share a piece of your home culture with them.
Order Currency from Your Local Bank
Order about $100-worth of your destination's currency to make sure you don't run into any money troubles upon arriving at your destination. You can do this at most banks, and it shouldn't take more than a week.
Make Copies of Your Travel Documents
Make three copies of your passport, visa, medical insurance ID card, and any other important travel documents. Keep one set of copies in your checked luggage, another set in your carry-on, and a third set of copies with your family. This way, you'll still have ID in case your documents are lost or stolen.
Plan How You Will Travel from the Airport to Your School Upon Arrival
You don't want to be lost as soon as you arrive. Make an action plan for getting from the airport to your school or host family.
Download Useful Apps
Technology has completely transformed travel. Smartphones and apps can help you translate, get around, connect with locals and other travelers, and find nearby events.
Here are a few apps that will make your study abroad trip run smoothly:
- WhatsApp - for communication with fellow travelers and your loved ones at home
- Duolingo - for keeping your foreign language skills sharp
- Google Maps - for navigating your destination's public transit system
- Skyscanner - for tracking flight prices for weekend getaways
- TripAdvisor - for landmark, restaurant, and other activity ideas and reviews
Upon Arrival
Let Your Family Know You've Arrived
You've made it to your destination! Don't keep your loved ones worrying about you. Call or send a message to let them know you've arrived.
Connect with Other Students
Attend student activities and meetups and reach out to your classmates. Make the most of your trip by making friends to share the experience with!
Get to Know Local Public Transportation
Getting familiar with local transit will make your daily commute so much easier. Plus, it's the first step to feeling like a local!
Have Fun!
Last, but not least, enjoy yourself! Appreciate this wonderful experience you've just spent months preparing for.
Additional Tips for Preparing Your Study Abroad Trip
- dBuy a Pocket-Sized Notebook to Keep Important Information In - Keep a booklet with information such as the local police number, your new address, and other important notes that you would need in case of an emergency. Keep important emergency information in the booklet along with your family's phone numbers and other contact info.
- Learn the law - Learning the law is an essential aspect of experiencing a foreign culture. For example, countries such as Thailand, China, and Dubai have very different laws and customs than the U.S. Breaking the law can result in significant penalties.
- Learn Unwritten Cultural Rules - Understanding a region's unwritten rules and codes of conduct can help students experience the culture without inviting unnecessary danger or suspicion. Cultural rules may involve the way you dress, or the way you interact with or greet someone.
- Anticipate Culture Shock - Studying abroad offers numerous personal, educational, and career-related advantages, but many students are unprepared for what awaits them. Culture shock affects most foreign students and consists of ten stages, ranging from initial anxiety and elation to re-entry shock and reintegration. A better understanding of culture shock can help travelers reach stage 6 (acceptance of host culture) more quickly.