International Travel Registration

International Travel Registration

All UNC Charlotte students who travel abroad under the auspices of UNC Charlotte and who are not receiving academic credit (some exceptions apply) are required to register their travel with the Office of Education Abroad (OEA). Registrations are independent from credited study abroad programming and are only available to students completing specific types of international travel, either as an individual or as part of a group (2 or more students). Please read through the following information carefully to determine if completing an international travel registration with the Office of Education Abroad is appropriate for your travel intentions. All other students should visit the Getting Started section of the OEA website for information on academic credit-bearing study abroad program opportunities.

Types of International Travel Registrations

Some examples of instances where students will be required to complete an International Travel Registration with the OEA include (but are not limited to):

  • International Conferences
  • Travel abroad as a component of a class (i.e. Model UN)
  • International internships (for students who opt out of receiving credit)
  • Volunteer placements abroad
  • Conducting research abroad
  • Athletic team travel abroad

Students may be traveling as an individual or as part of a group (2 or more students) sponsored by a UNC Charlotte department or organization. Both individuals and groups must register with the OEA prior to travel; however, the process for registration varies depending on whether you are traveling individually or with a group.

OEA Services

By registering your international travel with the OEA, you will have access to basic OEA services, to include the following:

  • Collection of program & travel information in the OEA Portal
  • Risk management (e.g., crisis support while abroad)
  • Enrollment in international health insurance
  • Online pre-departure orientation resources

Note to Fall, Spring, or Year Registration Applicants

If you are going abroad and are not receiving academic credit, you will not be enrolled at UNC Charlotte for the semester(s) you are abroad. We recommend that you discuss the possible implications of not being enrolled at UNC Charlotte with your Academic Advisor and Niner Central to discuss topics how this may affect your student record at UNC Charlotte (for example, how this could potentially affect your graduation date, enrollment in health insurance, access to UNC Charlotte services, etc).

Individual

Students who are participating in international travel abroad through one of the aforementioned International Travel Registration types listed in the previous section (or something similar) will be required to complete an Individual International Travel Registration. The student is not going abroad as part of a group sponsored by a UNC Charlotte department or organization.

Group Registration

Group registrations refer to students traveling as part of a group sponsored by a UNC Charlotte department or organization, and who may be led by a UNC Charlotte faculty or staff member. Examples of past group registrations include the Global Medical Brigades, Model UN, academic conferences, etc. These programs are typically experiential in nature, and do not carry academic credit. 

Students who complete an International Travel Registration can expect the following cost structure:

Paid to the Office of Education Abroad

The following will be paid to the Office of Education Abroad at UNC Charlotte.

Registration fee

Each applicant will submit a registration fee. This registration fee is $50 per 30 days the student is abroad and does not include personal travel before or after the program. This registration fee includes:

  • Minimal OEA services: Collection of program & travel information in the OEA Portal, risk management (e.g. crisis support while abroad) and online pre-departure orientation resources
  • International health insurance: All UNC Charlotte students who go abroad are required to be enrolled in the mandatory international health insurance. An overview of the international health insurance policy and further resources can be found on our International Health Insurance page. Once accepted into the program and once the official program dates are confirmed, the OEA enrolls the student in the insurance policy from their program start date through their program end date, possibly including 1 or 2 additional days before and after their program to account for travel time

Paid to the third party

Students will pay the following to the third party, if applicable

Application Fee

If a student is working with a third party, such as an affiliate provider, students will be required to apply to the affiliate provider in order to receive acceptance into the program. An application fee will be associated with the affiliate provider application and will be due by the affiliate provider's application due date. For more information, refer to the affiliate provider's program brochure or contact the affiliate provider directly.

Program Fee

If a student is working with a third party, such as an affiliate provider, students will be paying a program fee to the affiliate provider. This fee may include housing, pre-departure advising, visa or immigration document support, on-site assistance, cultural activities and more. The inclusions will vary per program. It is the student's responsibility to review the affiliate provider's program brochure thoroughly to understand the program fee as well as what is and what is not included.


Miscellaneous Costs

The following are expenses associated with international travel and living abroad. Students are encouraged to consider their cost of living abroad, currency exchange rate, their own personal spending habits and their own financial budget when financially planning for the following:

Housing

If a student is working with a third party, such as an affiliate provider, it is the student's responsibility to review the affiliate provider's program brochure to see whether or not housing is included in the program fee paid (as outlined above). Otherwise, it will be the student's responsibility to secure their own housing abroad. Additionally, students are encouraged to review the OEA's Housing tab for an overview of housing options that may be offered (differs per program) and considerations of each.

Meals

If a student is working with a third party, such as an affiliate provider, it could be possible that none, some or all meals are included in the program fee paid to the affiliate provider. It is the student's responsibility to review the affiliate provider's program brochure thoroughly to understand the program fee as well as what is and what is not included.

Most students will purchase groceries while abroad and cook at home to keep to their budget or eat at local cafeterias or restaurants. Refer to the OEA's Food Abroad page for further considerations.

Flight

Once students receive approval from the OEA, acceptance from the affiliate provider (if applicable) and the official program start and end date, they will then be eligible to purchase their flight. Refer to the OEA's Travel Logistics page for flight considerations. It may be possible that the affiliate provider offers a group flight option, in which case this is typically in addition to the program fee paid to the affiliate provider.

In-Country Transportation

Students will need to consider the forms of transportation available in the host city and to determine potential costs associated with traveling to and from class each day as well as transportation throughout the city. Refer to the OEA's Transportation page for further considerations. 

Passport

A valid passport is required for international travel. The OEA does not issue passports. Please visit the OEA's Passport page for further information on how to determine if your current passport is valid according to the host country's regulations as well as how to apply for a new or renew a passport. While possession of a passport is not required in order to apply to study abroad, students will be required to submit a copy of their valid passport very soon after receiving approval. It's in the best interest of the student to apply for or renew their passport as soon as possible.

Visa or Immigration Document

In addition to having a valid passport, it may be possible that a student needs to apply for an additional immigration document, such as a visa or residence permit. The immigration process can be complex, time consuming and is ultimately the responsibility of the student. The OEA cannot advise on immigration requirements of host country governments. It's highly recommended that students determine whether or not an immigration document, such as a visa or residence permit, is required for their host country well before applying to the OEA. Learn more about Immigration Documents here. If a student is working with a third party, such as an affiliate provider, visa or immigration document support may be offered by the affiliate provider. It is the student's responsibility to review the affiliate provider's program brochure thoroughly to understand the program fee as well as what is and what is not included. 

Books & Supplies

Just like UNC Charlotte, students may not be notified of any required books or supplies they may need until they're accepted into the program and register for courses at the host institution (which may even occur upon arrival on-site). If a student is working with a third party, such as an affiliate provider, students are encouraged to refer to the affiliate provider's program brochure for further information regarding estimated costs of books & supplies or to contact the affiliate provider directly.

Personal Expenses

Students will need to budget for personal expenses. This will include things such as potentially purchasing items for their room or dorm, cultural activities, buying hygiene products, acquiring souvenirs, etc. Students should consider the cost of living abroad, the currency exchange rate and their personal spending habits when budgeting for their own personal expenses.

Personal Travel Expenses

Many students choose to take advantage of the opportunity to travel to other destinations while abroad. It's important that students do not plan any personal travel until they have received their class schedule and are sure they will not miss any mandatory program events. Refer to the OEA's Personal Travel page for further considerations.

Travel & Electronic Insurance

It's recommended students consider taking out insurance on their flight. Flight insurance is convenience in the event that the student needs to change the departure date of their flight, which, with insurance, can be done for a nominal fee. Refer to the airline's website for more information. It is also recommended that students consider taking out insurance on their valuable electronic devices in the event they are lost or stolen.

Medical & Emergency Funds

It is critical that students put aside funds for medical and emergency reasons. While students will have international health insurance coverage while abroad, they meet to pay for medical expenses out of pocket and then be reimbursed by the insurance company. Additionally, it's always smart to have a set of funds set aside in the event of emergencies.


Financial Aid & Scholarships

Students who are awarded financial aid or scholarships can only use this funding if they will be receiving academic credit the semester they are abroad. Learn more about Financial Aid here. All students are encouraged to apply for scholarships as well. The OEA has a lot of financial resources on our Money Matters page that students are highly encouraged to review.

Students must meet the following:

  • OEA eligibility requirements and;
  • The requirements of any other applicable party (e.g. Faculty member, affiliate provider, host institution, etc.) 

noN-credit

The majority of students who complete this registration are not receiving academic credit. Students who are participating in an international program and are not eligible to receive academic credit (i.e. conferences, independent research, workshops, etc.) or who have opted out of receiving academic credit (i.e. internship or volunteer abroad opportunity) will complete this International Travel Registration. 

Exceptions: Enrolling in UNC Charlotte Course

Some academic departments may dictate that the only way a student can receive academic credit for an international experiential learning opportunity is to enroll in an online UNC Charlotte course while abroad. This means the student would pay tuition & fees to Student Accounts at UNC Charlotte for that course(s) in addition to the fees indicated in the cost structure above. In this circumstance, students will complete this International Travel Registration with the Office of Education Abroad in place of a Study Abroad Application. 

Disclaimer: STudy Abroad Programs

Students who are participating in an exchange program, affiliate provider study abroad program, or faculty-led program cannot "opt out" of receiving academic credit for their experience and cannot instead complete an International Travel Registration with the OEA. These programs (unless otherwise noted) are first and foremost academic experiences and automatically issue a transcript. This means students will be following the processes outlined on our Academic Credit tab here.

deadlines

Registrations need to be submitted to the OEA as soon as possible and no later than 30 days prior to travel. The registration deadlines are generally as follows, but may be updated on an individual or group basis as necessary:

  • Fall: March 1
  • Spring: October 1
  • Summer: March 1

Please contact the OEA at edabroad@uncc.edu if you're looking to complete an Individual Travel Registration after the deadlines listed above, as you will need to have the deadline extended manually by OEA staff in order to access the registration.

individual registration

Students who are not going abroad as a group of 2 or more students through an international opportunity sponsored by a UNC Charlotte department or organization will be required to complete an Individual International Travel Registration with the OEA.

Individual International Travel Registration Steps

  1. Click on the following link based on the exact amount of days in your program. It is extremely important you select the correct link as the number of days in your program directly corresponds with the Registration Fee structure. The OEA will confirm at a later date, once the student confirms their program details, that the student has access to the correct brochure based on the number of dates in their program, and if not, will update it accordingly:
    • 1 - 30 days
    • 31 - 60 days
    • 61-90 days
    • If you are looking to go abroad via an Individual International Travel Registration for longer than 90 days, please contact the OEA at edabroad@uncc.edu
  2. Click the "Get Started" button on the brochure
  3. Create an account with your NinerNet credentials
  4. Complete all application requirements by deadline listed
  5. Click submit button
  6. The OEA will then review information. If travel is approved, the student will then be notified that they are eligible to complete the Pre-Departure Requirements, which include confirmation of program dates, passport copy upload, and more

Group Registration

Faculty or Staff Responsibility

If you are traveling as part of a group, the faculty or staff member leading the group will complete a program proposal with the OEA.

Once the faculty/staff's information about the program is received by the OEA, we will contact all of the students by email with the necessary steps and deadlines required for registration. 

Student Responsibility

Once the OEA contacts students to complete their registration, there will be two steps required:

  1. Verification of Eligibility: You will need to read and sign some documents in the OEA Portal so that the OEA can verify your disciplinary status and eligibility to travel abroad
  2. Completion of Registration Requirements: Once your disciplinary status is confirmed, you will be moved to the second phase of the registration process, where you will be asked to provide documentation for risk management purposes (e.g. passport information, emergency contacts, etc.). 

 

Photo by: Leysha Caraballo in France