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Study Abroad Student Guide - Communication & Logistics

Communication & Logistics

Communication Platforms

Study Abroad Account

UC Davis Study Abroad will post important information and upload program materials to your UC Davis Study Abroad online account. Log into your Study Abroad account regularly to find items such as important deadlines and supplemental information (roommate request, dietary information, request for disability accommodations, travel itinerary information, and more, as it becomes available). Non-UC Davis students can find their UC Davis Student ID number in their Study Abroad account.

It is important that UC Davis Study Abroad has both your current campus and permanent mailing address, as well as your telephone number on file. Please keep this, and other personal information, up to date in your Study Abroad account. We ask that you proactively communicate any changes to your contact information, as well as your health history (including allergies and dietary restrictions) or academic status. 

Email

UC Davis Study Abroad and the program instructor will regularly send you important announcements and program information to the email account you provided in your Study Abroad account. We may also request information from you via email. It is your responsibility to check your email regularly and read these messages and respond to our requests in a timely manner. Not reading email may result in you missing important deadlines that will affect your program participation.

Emails Sent via Program Listserv

All enrolled students will be added to a listserv specific to their program. Through the listserv, you may communicate with fellow students to get to know one another, plan get-togethers, ask questions, coordinate travel plans, etc. Be aware that all information posted on the listservs can be read by Study Abroad staff and your program instructor.

Your program instructor and your program coordinator will send important updates and information to the program listserv. In addition, they may use the listserv to request information from you, such as missing travel information or accommodation requests. 

Keep an eye out for three emails that are standard for every program and sent through the listserv:

  • Program Confirmation Email: Notifies you that the program meets all requirements to run and includes next steps. For traveling programs, this email also includes the confirmation if you may go ahead and purchase your airfare along with the instructions for making travel arrangements.
  • PSG Available Email: Notifies you that the Program Specific Guide (PSG) is available, as well as any other reminders. The PSG is your guide to the specific logistics and information necessary for your program.
  • Before You Go/Preparing to Start Email: Includes a checklist to help prepare you for final reminders before the start of your program.
MyUCDavis

UC Davis students can access their campus email through MyUCDavis. Please note that in some countries, access to UC email may be blocked. You can forward your UC Davis campus email to another email address. Visit UC Davis IET, choose "Computing Accounts," and then follow the directions to "Email Forwarding." Non-UC Davis students should check with their home campus IET services for information about forwarding their campus email.

Program Specific Guide

Enrolled students will receive a Program Specific Guide (PSG) for their program in the form of a PDF. You are asked to forward the Program Specific Guide to emergency contacts and loved ones as most of the information in the PSG is not publicly accessible. The Program Specific Guide addresses the specifics related to your program and is supplemental to the general information provided in this Study Abroad Student Guide.

Sample Contents of a Program Specific Guide for in-Person Programs

  • Important contact information
  • Academic information
  • Flight arrangements 
  • Check-in procedures
  • Getting from the airport to program housing
  • Accommodations and meals
  • Packing 
  • Money advice
  • Communication and cell phone advice
  • Advice from instructor and past participants    
  • Health, wellness, and safety information
  • Culture, identity, and diversity resources
  • Travel app and website tips
  • Before You Go checklist    

Sample Contents of a Program Specific Guide for Virtual Programs

  • Important contact information
  • Academic information
  • Program preparation
  • Advice from instructor and past participants    
  • Best practices for virtual internships
  • Navigating remote work
  • Culture, identity, and diversity resources
  • Country specific work culture resources    

Email Communication While on Your Program

Your program instructor and program coordinator will continue to send information via email while you are on your program. Be sure to provide UC Davis Study Abroad, family and friends with the email address you use most frequently. For traveling programs, it is vital to have a web-based email account (such as Gmail, Hotmail, or Yahoo) that will allow access to both your personal and campus emails while abroad. Please notify UC Davis Study Abroad if you intend to use a different email address once you are abroad so it can be added to the listserv (allowing you to send and receive emails from the listserv address). 

Keeping in Touch

There are many ways to keep in touch with your people back home. From WhatsApp, FaceTime, Skype, Zoom (and so many more!) to conventional phone calls, postcards and blogs, there are many ways to keep your family and friends up to date. The important thing is knowing what method(s) of communication will be most reliable and affordable in your destination and creating a plan with your friends and family. Because communication options can vary drastically from country to country, UC Davis Study Abroad advises checking with the program instructor for advice regarding what might be the best option for your program.

Power of Attorney

It is recommended, especially for UC Davis Quarter Abroad students, that you select someone who will have power of attorney over your affairs while you are abroad. Choose someone you trust, like a parent or guardian. With power of attorney this person can take care of pressing financial matters with campus, obtain a copy of your official transcripts and make decisions in your absence where in-person status would normally be required.

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Study Abroad Student Guide