Study Abroad Adviser

Ready, Set, Go

Preparing and Implementing a Predeparture Orientation for Study Abroad

By Laila S. Dahan

One of the greatest challenges for a study abroad adviser is seeing to it that students are well prepared for the many concerns that will come up as they make plans to go abroad. Despite the numerous meetings we may have with students before their departures, not everything that needs to be discussed is actually covered. Therefore, the importance of a well-planned predeparture orientation is immeasurable. Many routine practical issues and concerns about life abroad, and what will happen upon return, must be gone over in detail.

We have found that the best way to be sure we cover all the important areas is to invite guest speakers whose help and guidance the students will need. These include representatives from housing and residence life, financial aid, the transfer evaluator’s office, and the internship office.

Predeparture orientation is not something that can be thrown together at a moment’s notice and then rushed through. It is a time-intensive program which requires the assistance and input of many people. Only then will it be a success. We have found that about three to four hours are needed for an informative orientation. During the session the office of international affairs provides a light lunch and refreshments for the students and guest speakers.

Safety Comes First

Safety while abroad has become a major concern for all of us in the field. Although we are aware that students may not always follow our advice, it is imperative to devote sufficient time to cover the subject.

I usually open the orientation with a brief statement congratulating the students on their decision to study abroad and their acceptance into the programs. This is followed by a discussion about safety issues in which I try to draw in their responses to what they might see as acceptable or foolish behavior when abroad. We cover everything from major matters such as drugs to the most basic issues of behavior. It is best to err on the side of giving too much information than to leave out something which to some may seem obvious.

Housing and Financial Aid

After this introduction, the orientation moves on to practical matters. The housing office representative tells the students how to apply for on-campus housing for when they return. The representative from financial aid always elicits many questions. Students are very concerned about their aid and want to be sure that everything they expect to be covered will be covered. During the early meetings with students we encourage them to make an appointment with the financial aid office to make sure they have the correct forms and information. However, having a representative from that office answer questions and present an overview of what must be done is a big relief to the students.

Another important issue for students is registering for classes on campus for the semester when they return. Since registration usually takes place while the students are still abroad, this can become an obstacle which can either turn students away from a study abroad experience or require them to spend more time to complete a degree. Our institution has an office which acts as an absentee registration center. All students who are studying abroad complete a form indicating the courses they would like to take upon their return to campus and alternatives in the event a course is not available. The office of international affairs forwards this information to the absentee registration office. This is usually done before the general student population begins registering in order to assure students abroad that they will get their courses.

In our general session the study abroad coordinator goes over the remaining issues included in the information packet for students to read later: information regarding culture shock and how to deal with it, health issues and insurance, the various resources which students may consult for further information in any of these and other areas, and a list of further readings.

Credit Evaluation

Also invited to share information with the students is the person responsible for pre-approving the course which students elect to take abroad. Even though we ask students to meet with most of these individuals separately prior to orientation, we find it useful to have them present at orientation in order to reconfirm the information.

A final speaker at predeparture orientation is the internship coordinator, who addresses specific issues regarding internships and how credits can be received for such experiences.

We end the session with students meeting with the program coordinators of their specific programs. This is a further opportunity to check on their housing arrangements overseas and to be sure they have all the relevant information they require in order to proceed. At this point, students break into groups with their coordinator and ask questions.

LAILA S. DAHAN was born in Tripoli and educated in Libya, Morocco, Italy, and at Georgetown and Georgia State universities in the U.S. She is Director of International Affairs at Indiana Univ. of Pennsylvania.