Policies and Procedures
Check this page regularly! Information will be updated throughout the semester.
To stay on track, use the self-check at the end of each phase.
Access important ADA links and resources and get to know the place you’ll be calling home for the next semester in the Arezzo Resources section.
———– START PHASE ONE ———–
Confirm Your Participation: Due Within 2 Weeks of Admission
- Log in to your online application and confirm your participation in the program. Then complete the checklist of items on the “Pre-Departure Documents” tab.
- Once you complete the pre-departure process, and when registration opens, our office will register you for this program with a placeholder block of credits.
Please take the time now to review our website for details about the cost of your program. You may find our budgeting worksheet to be an important planning tool. We also encourage you to consider applying for study abroad scholarships as early as possible.
Important Passport & Visa Information
Do I need a passport?
All students must have a valid passport in order to enter Italy:
- Your passport must be valid for at least 6 months beyond the period of stay. This regulation is strictly enforced in Italy.
- For example, if your program ends in mid-May, 2025, your expiration date must be after mid-November, 2025.
- Have you signed your passport? It isn’t valid until you sign it.
- If you do not currently have a passport or your passport will be expiring soon, you will need to apply for one or renew it prior to your visa application. You can find more information here; expedited service is strongly recommended.
Do I need a visa?
U.S. citizens require a visa for entry and stay in Italy. Therefore, participants in this program who hold a U.S. passport must apply for a visa (See Phase 2). U.S. citizens are also allowed to remain in Italy after the end of their program up to 90 days and visit other countries in the Schengen zone. You will apply for a permit of stay during orientation, and should carry that as ID while in Italy, and carry your passport to enter other countries during your program.
E.U. citizens traveling with a valid E.U. passport do not need a visa and are not restricted on their length of stay. E.U. dual citizens or permanent residents with a valid European passport or ID should plan to travel exclusively with their E.U. documents instead of their US/home country passport. If you are a dual citizen that holds a European passport, we recommend conducting your entire pre-departure process (i.e. passport information, etc.) with your European documents. You need not apply for a permit of stay.
Non-U.S., Non-E.U. students should check if they require a visa for a stay of more than 90 days. More information can be found on the Italian consulate website. Citizens of certain countries may be limited on their period of stay beyond the end of the program without a tourist visa. You will apply for permit of stay on site. See Phase 2 for instructions on your visa application.
Note: This information has been prepared by Boston University Study Abroad based on the most recent information provided by the relevant immigration agency (E.G. consulate, embassy, etc.). It is each student’s responsibility to compile and apply for their visa based on their specific citizenship. Visas are granted by foreign governments only, Boston University does not play a role in visa issuance, nor can we influence immigration policy. While we do our best to keep instructions as up-to-date as possible, visa requirements are subject to change without our knowledge. Ultimately obtaining a visa in a timely manner, and related costs incurred, are a student’s responsibility. Failure to acquire a visa will preclude participation in the program.
Please contact Sarah Thompson if you have questions about renewing your passport or visa considerations.
Review Important Passport Information
We are so excited for you to begin planning for your study abroad experience! The first and most important step is confirming that you have a valid passport. In order to travel internationally, you must have a valid passport, which reflects your country’s citizenship. You can review the FAQs below as you confirm that you have a valid passport.
* Please note: the information below is applicable to U.S. citizenship holders. If you are an international student and need to apply for a new passport, please visit your local consulate or embassy’s website, where you can learn more about how to apply for a new passport in the U.S.
I’VE NEVER HAD A PASSPORT; HOW DO I APPLY FOR ONE?
You can learn more about the steps to apply for your new passport by visiting the U.S. Department of State’s website here. You can complete some steps online; however, if it is your first passport, you will need to apply in person. Please make sure to review which passport forms apply to you and complete the appropriate forms. You will also need to provide a photo and citizenship documentation.
I ALREADY HAVE A PASSPORT; IS THERE ANYTHING I NEED TO DO?
Yes! You need to confirm that the expiration date of your passport is valid for 6 months after the end of your study abroad program. Please contact your Program Manager to get an estimated last day for the program, if the program dates are not available already. If your passport will expire during the time you are abroad or within the 6 months following your program, you will need to renew your passport.
HOW DO I RENEW MY PASSPORT IF IT IS EXPIRED OR WILL EXPIRE SOON?
To renew your passport, you can visit the U.S. Department of State’s website here. Depending on when your passport was issued, you might be eligible to renew your passport by mail. You will also need to complete specific passport forms and mail in your current passport in order to get it renewed.
*If your passport was issued before you were 16 years old, or if it was issued more than 15 years ago, you will need to apply for a new passport.
HOW MUCH DOES IT COST TO APPLY FOR OR RENEW MY PASSPORT?
The application fee is $130, and if you are applying for a passport for the first time, you will need to pay an additional $35 acceptance fee. You can review the fees here, and there is a fee calculator on their website.
HOW LONG DOES IT TAKE FOR MY APPLICATION TO BE PROCESSED?
Processing time can take up to 18 weeks from the day an application is submitted to the day a new passport is received. The 18-week time frame includes up to 12 weeks for processing and up to 6 weeks for mailing times on the front and back end.
ADDITIONAL RESOURCES:
Review Housing Information & Pay Deposit: Due OCT 20
All students must pay a Housing Security Deposit prior to arrival at the ADA. They submit a check for $150 USD to:
Accademia dell’Arte
Office of Student Services
Via San Fabiano 9
52100 Arezzo
Italy
Checks should be made out to Accademia dell’Arte.
Please note: Money orders or cashier’s check for the room security deposit will not be accepted. The check will not be deposited, and if there is no damage to your room at the end of the semester it will be shredded. At the end of the term this amount is reimbursed—via a check mailed to your permanent address in the US—with applicable deductions for student life fines and damages accumulated throughout the program.
Review Flight and Arrival Information and Book Your Flight: Deadline NOV 7
Flight Information
We encourage you to hold off on booking flights until we send out detailed flight information for your program, in addition to making sure you check your airline’s change and cancellation fees before booking.
What if I want to arrange my own travel?
If you prefer to travel independently from the recommended flight, you are welcome to do so. Advantage Travel can assist you with reservations from a different airport or on different dates, or you can make a reservation completely on your own. You must arrive in Florence by January 23rd in time to make the bus to Arezzo, which leaves at 2pm. You must move out on April 25th by 10:00am. Housing will not be provided before or after these dates, and late arrivals/early departures are not permitted. ADA will not provide accommodations before January 25th and after April 27th. Once you’ve confirmed your travel please complete our flight form by December 31.
Arrival Information
The Accademia dell’Arte will provide airport pick from the Florence airport (FLR) on arrival day. One private charter bus will collect students from the Florence airport (FLR) at 2:00 pm.
You should try to arrive early enough that you can meet the group at the airport and take the shuttle provided by ADA. If you arrive after the shuttle pick-up time, you will be responsible for securing your own transportation to the residence. Instructions for commuting to the city center by taxi and other forms of public transportation will be provided to you from ADA.
Complete the Phase 1 Self Check
Have you completed everything in Phase 1? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with you Program Manager and complete that task right away.
You should have completed:
- Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
- Review Housing Information & Pay ADA Deposit – OCT 20
- Booked your flight – NOV 7 (noon)
———– END PHASE ONE ———–
———– START PHASE TWO ———–
Submit Visa Application: Due NOV 7
All students need a passport, valid for at least 6 months after your program end date. If you do not currently have a passport, or your passport will expire before that time, you must apply for a new one immediately. More information is available here and in Phase 1. We strongly recommend expedited service.
All students must have a student visa in order to participate in Boston University’s programs in Italy, unless you are an Italian or EU citizen with a valid passport. You can check whether or not you will need a visa here. Assuming you need a visa, there are two application options (see Option 1 and Option 2 below).
NOTES FOR INTERNATIONAL STUDENTS
- You must make every attempt to apply for your visa within the United States. Students who have applied for their visa in another country, even their home country, have experienced significant issues that have caused huge delays, or prevented them from attending the program.
- If you are an F-1 student, your visa AND travel signature on your I-20 must be valid for at least 90 days AFTER the end of your program. If either is going to expire, please contact your International Student Advisor to discuss renewal, and let Program Manager, Sarah Thompson know right away if you think it may impact your visa application process.
- Please make sure you have two consecutive blank visa pages in your passport.
Note: This information has been prepared by Boston University Study Abroad based on the most recent information provided by the relevant immigration agency (E.G. consulate, embassy, etc.). It is each student’s responsibility to compile the necessary documents and apply for their visa based on their specific citizenship. Visas are granted by foreign governments only, Boston University does not play a role in visa issuance, nor can we influence immigration policy. While we do our best to keep instructions as up-to-date as possible, visa requirements are subject to change without our knowledge. Ultimately obtaining a visa in a timely manner, and any related costs incurred, are a student’s responsibility. Failure to acquire a visa will preclude participation in the program.
OPTION #1: BU REPRESENTATION
Your Program Manager will be able to represent all students admitted to the Arezzo program at the Italian Consulate in Boston, regardless of the student’s home consulate jurisdiction. In order to represent you at the Boston Consulate you must mail or drop off your application documents (see below) to the BU Study Abroad office by no later than November 7th. The Boston Consulate will accept completed applications collected by Boston University only once, so it is very important to submit your completed materials on time.
This is the BEST OPTION for most students, since your program manager can look over your application for accuracy before the consulate appointment, and you do not need to make an appointment at any consulate, yourself. You also need to submit fewer documents than you would if you were applying on your own.
The processing time is typically around 4 weeks from the group appointment date. You will likely be able to pick your passport up at the Study Abroad Office before the end of the semester. If you are traveling internationally, or will need your passport in late November to mid-December, then you may need to apply on your own (see Option 2 below).
GROUP REPRESENTATION VISA APPLICATIONS INSTRUCTIONS
STEP #1: GATHER YOUR APPLICATION DOCUMENTS
Use this list as a checklist for gathering your group visa application materials:
- Your actual passport + Photocopy of the picture/signature page
- Your passport absolutely must be valid at least 6 months beyond the last day of your stay in Italy.
- Be sure that you have signed your passport and that there are two consecutive blank visa pages available for the visa.
- The photocopy should not be a picture you take on your phone – it needs to be a real photocopy. Make sure all information is clear and very easily readable. Black and white is fine. The image doesn’t need to fill a whole page.
- Note: You will not have access to your passport while the visa is being processed. Please account for any planned international travel between submitting your visa application and your program start in Arezzo. Your passport may be held as long as 6 weeks, and neither you nor BU Study Abroad can expedite its return. If you need your passport for the time that it is held by the consulate, you should consider applying independently (see below).
- Signed student visa checklist
- Download this checklist for use by the consulate. Please only fill out your information at the top and sign and date the second page in pen. DO NOT take any action in the table section of the form.
- All dates must be in the DD/MM/YYYY format.
- Photocopy of your BU Student ID card and drivers license/state-issued ID may be in black and white, front only is fine
- International Students Only: Proof of Residence in the USA
- A photocopy of your green card (front and back)
OR - Valid I-20 and F-1 visa photocopies. If you are an F-1 student, your visa AND travel signature on your I-20 must be valid for at least 90 days AFTER the end of your program. If either is going to expire, please contact your International Student Advisor to discuss renewal, and let Sage Suorsa know right away.
- One passport-style ID photo, in color
- A passport-style ID photograph is an original photo taken recently by a professional photo center that is in color, printed on photo paper, 2in. x 2in. in size. DO NOT TAKE OR PRINT THIS PHOTO YOURSELF!!! You can get one at CVS, Walgreens, or similar photo centers, and ask for ID photo assistance–no appointment needed!
- Write your name on the back of the photos and paper-clip them to your visa application (no tape, glue, or staples).
- A photocopy of your green card (front and back)
- Completed visa application form
- Please download a blank application, and fill it out in pen by following this Arezzo visa sample here. Be sure to fill out the form completely and sign three times!
- Proof of financial means of support over 3 recent consecutive months, showing at least $6,000 minimum. This can take the form of any combination (or all) of the options below:
- Proof of personal resources (i.e. your bank statements): Please provide three (3) consecutive months of bank statements OR a letter from a US banking institution, on the bank’s letterhead, signed by a bank official and with a recent date, indicating account balance. Documents must all show a minimum balance of around $6,000. The account must be in the student’s name and clearly shown on the documents. In the case of insufficient funds, a letter showing the average balance over the previous 12 months can be used.
- Proof of family resources (i.e. Parent’s bank statements): Must match the same criteria mentioned above. Student financially dependent on his/her parents must provide a notarized affidavit of support from them stating that they will assume full financial responsibility for their student during the stay in Italy and a supporting bank statement from a US bank. Please provide three (3) consecutive months of bank statements, which all show a minimum balance of around $6,000. The parent’s name or names must be clearly shown on the documents; if it is a joint account (shared by spouses, for instance), only one of the named account holders needs to sign the affidavit.
- Notary services can be found at many bank branches, lawyer’s offices, public offices/city halls, and real estate agencies. We recommend utilizing a bank’s notary services while getting the statements above and the money order (see below), all in one trip.
- Proof of Financial Aid: Students who receive financial aid can present an official letter from their University stating amount of aid and time of disbursement. BU Students can get this from the Office of Financial Assistance. Non-BU Students should talk with their home Financial Aid office. This document by itself does not sufficiently prove your financial means; please provide one forms of financial resources above in addition to this document.
- Your booked, round-trip flight itinerary/confirmation
- Must show the exact dates of entry into and exit from Italy, and from the Schengen Zone (continental Europe, for the most part).
- The itinerary must show that you have purchased a round-trip ticket to and from Italy. One way tickets will NOT be accepted. Your name must be on this official itinerary, no matter how you purchased the flight.
- If you purchased your flight through Advantage Travel, you’ll need the confirmation that they send to your e-mail address, NOT the itinerary we sent you originally (since that is not a confirmation of booking).
- If entering Italy by other means (train, bus, etc.), you must provide your train/bus reservation, car rental or ferry reservation. The reservation must reflect the name on the passport, and specify the exact border and date of entry into Italy.
- Money order to cover the visa fees for $50.50, other amounts are not acceptable and cannot be refunded.
- Money orders can be purchased at banks, grocery stores, CVS’s, and many other locations
- All money orders must have a student’s name written somewhere on it, and made out to: Consulate General of Italy in Boston.
Submission:
Schedule a visa document review appointment before the deadline on your Program Manager’s Calendly page. Please have all of the materials listed above completed and printed (or ready to show on shared zoom screen) at the time of the appointment. If you need longer to book your flight, let your Program Manager know – this is one thing that can be dropped off or emailed to the PM a bit later.
Please mail your materials using a registered mail service (UPS, FedEx, USPS) with a tracking number to:
BU Study Abroad
ATTN: Sarah Thompson, Arezzo Program
888 Commonwealth Ave. 2nd Floor
Boston, MA 02215
STEP #2: RECEIVE YOUR VISA
After you submit your application materials, BU Study Abroad will submit them to the Italian Consulate on your behalf. Approximately 4 weeks later, your Program Manager will invite you to pick up your documents from the Study Abroad Office. If you have already left the Boston area, your PM can mail your passport and visa to you. The visa will appear as a sticker inside one of the back pages of your passport. You will also receive your ADA acceptance letter, signed and stamped by the Italian Consulate; this is your attestato letter.
Final steps:
- Double check that your name is spelled correctly on the visa, and that the visa is issued for the duration of the program.
- Scan and photocopy your visa and attestato letter for your records and as back up. Pack your passport with visa AND attestato in your carry-on to bring with you to Italy.
OPTION #2: SELF-REPRESENTATION
If you are unable to get your materials to us by November 7th, or if you will need your passport for international travel in November or December, it will be your responsibility to obtain the Italian visa on your own. We only recommend using this option if absolutely necessary. If you need to apply on your own, notify your Program Manager immediately.
You should understand that this is a much more complicated process and will require additional documentation. We strongly recommend you apply in the United States, not your home country. Different consulates in the US have different criteria for their applications, so be sure to thoroughly research your chosen consulate’s application processes. Processing times can take anywhere from 2-6 weeks, so plan other international travel accordingly. You must request visa letters from Sarah Thompson before your appointment, as letters can take 1-2 weeks to produce.
Step #1. Make A Consulate Appointment
Your number one priority will be making an appointment at your consulate. Appointments fill up very quickly, so continue checking the website for availability in case of a cancellation. The consulate allows students to apply up to 6 months before the start of their program. However, a student must apply no later than December 30 in order to receive your visa back in time for the program. Please note that the process could take anywhere from 2-6 weeks, and it cannot be expedited. Failing to receive your visa in time will disqualify you from the program.
All appointments are made via the Italian consular website, found here. Create an account and search for the city in which you will apply for your visa.
When you have made your appointment, let your Program Manager know of the date and address of your chosen consulate. Please note that some application materials can take 1-2 weeks to produce, so please give your Program Manager enough forewarning of your appointment.
Step #2: Attend Appointment and Apply
You must attend your appointment in person and present all required materials for the application. Incomplete applications will be rejected there and then and you WILL have to reschedule. Each consulate requires slightly different documents, so you will need to double check the requirements for your consulate jurisdiction on their website. The most commonly required materials are as follows:
- ADA Admission Letter in Italian+Photocopy
- ADA Letters are sent to BU Study Abroad, you must be requested from your Program Manager by email at least 1 week before your appointment
- BU Letter in English+Photocopy
- Must be requested from your Program Manager by email at least 1 week before your appointment. Please include the consulate your appointment is scheduled at in the email. The letter shows proof of admission, enrollment, and program details.
- Proof of Insurance Letter+Photocopy
- Must be requested from your Program Manager by email at least 1 week before your appointment. Shows proof of international health insurance.
- Your original passport+photocopy of the signature and photo page
- Your passport must absolutely be valid at least six (6) months beyond the last day of your stay in Italy. If you do not currently have a passport, or your passport will expire before that time, you must apply for a new one immediately.
- Be sure that you have signed your passport and that there are two consecutive pages available for the visa.
- Note: You will not have access to your passport while the visa is being processed. Please account for any planned international travel between your visa application and your program start in Arezzo. Your passport may be held as long as 6 weeks, and you cannot expedite its return.
- One passport-style ID photographs in color
- A passport-style ID photograph is an original photo taken recently by a professional photo center that is in color, printed on photo paper, and 2in. x 2in. in size. DO NOT TAKE OR PRINT YOUR OWN PHOTOS. Visit a CVS, Walgreens, US Post Office, AAA Office, or similar photo center and ask for ID photo assistance.
- The visa application form
- Please download a blank application, and fill it out in pen by following this visa sample coming soon! Be sure to fill out the form and sign it three times!
- Your round-trip flight itinerary showing the exact dates of entry into and exit from Italy
- The itinerary must be issued from a travel agency or an online travel service showing that you have purchased a round-trip ticket to and from Italy. Your name must be on this official itinerary, no matter whether you purchased it through a travel agency or online booking website.
- If entering Italy by other means, you must provide your train reservation, car rental or ferry reservation, in addition to your flight to the Schengen zone. The reservation must reflect the name on the passport, and specify the exact border and date of entry into Italy.
- Photocopy of a valid state-issued ID or student ID (e.g. driver’s license) to prove you live within the consulate’s jurisdiction
- International Students Only: Proof of Residence in the USA
- A photocopy of your green card (front and back)
OR - Valid I-20 and F-1 visa photocopies. If you are an F-1 student, your visa AND travel signature on your I-20 must be valid for at least 90 days AFTER the end of your program. If either is going to expire, please contact your International Student Advisor to discuss renewal, and let Sarah Thompson know right away.
- A photocopy of your green card (front and back)
- Proof of financial means of support over 3 recent consecutive months, showing at least $4,000 minimum ($30/day for an approximate 4-month program). This can take the form of any combination (or all) of the options below:
- Proof of personal resources (i.e. your bank statements): Please provide three (3) consecutive months of bank statements OR letters from a US banking institution, on the bank’s letterhead, signed by a bank official and with a recent date, indicating account balance. Documents must all show a minimum balance of around $4,000. The account must be in the student’s name and clearly shown on the documents.
- Proof of family resources (i.e. Parent’s bank statements): Must match the same criteria mentioned above. Student financially dependent on his/her parents must provide a notarized affidavit of support from them stating that they will assume full financial responsibility for their student during the stay in Italy and a supporting bank statement from a US bank. Use this sample to help fill in the form. Please provide three (3) consecutive months of proof of financial resources, which all show a minimum balance of around $4,000. The parent’s name or names must be clearly shown on the documents; if it is a joint account (shared by spouses, for instance), only one of the named account holders needs to sign the affidavit.
- Notary services can be found at many bank branches, lawyer’s offices, public offices/city halls, and real estate agencies. We recommend utilizing a bank’s notary services while getting the statements above and the money order (see below), all in one trip.
- Proof of Financial Aid: Students who receive financial aid can present an official letter from their University stating amount of aid and time of disbursement. BU Students can get this from the Office of Financial Assistance. Non-BU Students should talk with their home Financial Aid office. This document by itself does not sufficiently prove your financial means; please provide one forms of financial resources above in addition to this document.
- Money order in the exact amount to cover visa fees
- Only money orders made out to the Consulate General of Italy will be accepted (no cash/credit/debit/personal checks).
- Check the fee structure here. Fees are updated quarterly, so check how much your visa will be at the time of your appointment. Visa fees and surplus funds from your money order are non-refundable.
- Money orders can be purchased at banks, CVS, and various other locations.
- If you are applying at a consulate OTHER than Boston: Each consulate has slightly different requirements for their applications. Be sure to research your chosen consulate’s criteria thoroughly and prepare all relevant materials as needed.
STEP #3: Receive your visa
After you submit your application materials, you should receive your passport and visa back (so long as your application is approved) within 2-6 weeks. The visa will appear as a sticker inside one of the back pages of your passport. You need to double check that your name is spelled correctly on the visa, and that the visa is issued for the correct duration of the program.
You will also receive your ADA acceptance letter back, signed and stamped. This is your attestato letter.
Photocopy and scan your visa and attestato letter for your records and backup. Email scanned versions to your Program Manager for our records. Pack your passport, visa, and attestato letters in your carry-on to take to Italy.
Attend the Pre-Departure Conference: DEC 17
There will be a Pre-departure Meeting held on Tuesday, December 17th, at 3pm. The Zoom link will be provided to students by email. All students are required to attend. Watch the recording here.
Please also note that this meeting is intended for participants of the program only. Due to FERPA (Family Educational Rights and Privacy Act), parents/guardians are not permitted to attend this session. In the event that any parents do come to the meeting, we will kindly ask them to exit the room regardless of how far they may have traveled to get to the meeting. Therefore, please plan accordingly. We do, however, encourage you to share relevant information about the program with your parents, as we understand that they may be curious about what to expect with your experience abroad.
Submit Independent Flight Form: Due DEC 1
All students are required to submit travel plans to BU Study Abroad by submitting the Flight Form in the pre-departure section of the Study Abroad application portal, by DEC 1. Please keep in mind that late arrivals and early departures are not permitted.
Refer back to the flight and arrivals section for more information.
Enrollment Forms: Due DEC 1
All accepted students must complete the enrollment forms by December 1. These forms ask you to answer questions about your living preferences, travel plans to Italy, and to agree to several policies and codes of conduct during your time on the Accademia campus. This information is required in order for Arezzo to begin coordinating your living arrangements.
Health Forms: Due DEC 1
Once you have completed and submitted the enrollment form you will be given a link to a Supplemental Health Information packet. Please print, complete, scan, and email this packet to Maria Cerbasi at maria.cerbasi@dellarte.it.
Review International Insurance Coverage
International Health Insurance and Evacuation Coverage
All students participating in a BU Study Abroad program will be automatically enrolled in the BU Chubb International Travel plan which includes comprehensive health and evacuation insurance. Policy information will be sent to you via email approximately two weeks prior to your program start date. In the meantime, we encourage you to review the insurance information we provide on our website.
Domestic Health Insurance
Participants are required to retain their existing health insurance: study abroad insurance does NOT replace comprehensive, US-based health insurance as required by Massachusetts and US law. You may not participate in BU Study Abroad programs without certifying that you have US-based coverage or are purchasing the BU Student Health Plan.
Plan for Medications, Prescriptions and Healthcare Abroad
MEDICATIONS & PRESCRIPTIONS:
If you take regular medications, the best course of action is to bring enough medication to last the duration of your program (if allowable). Consult with your doctors prior to departure to obtain the necessary supply of your medications, as well as copies of the written prescriptions. Many insurance companies offer vacation waivers to accommodate being out of the country for several months.
If for any reason you cannot be prescribed or transport a full supply of your medication, you will need to see a doctor in your host city to be re-prescribed. Keep in mind that you should not plan to mail any medications due to customs regulations.
International SOS can help you manage your plan for your healthcare abroad with expert advice on how to navigate the local healthcare system and with personalized recommendations based on your specific medical needs. Students should contact the International SOS 24/7 Assistance Center at +1 215-942-8478 or via the International SOS Assistance App. ISOS can assist you to find out whether your medication is available in your host country and make a plan to avoid any disruption of care, including planning for healthcare needs and connecting you to quality healthcare professionals abroad.
DOCTORS & SPECIALISTS:
If you see a doctor or mental health provider for regular care in the United States, you will want to meet with your provider to discuss continuing your care abroad. As part of this conversation you may need to contact ISOS directly to find local medical providers.
ISOS can provide assistance with planning for your medical needs abroad, including:
- Availability of meducation, including shipment options and costs
- Standards of local medical care
- Confirming coverage of specific conditions or treatments
- Confirming insurance benefits
- Appointment scheduling assistance
- Filing a claim, or status of a filed claim
- Setting up guarantees of payment or direct payment to in-network doctors.
If you have any questions or need assistance preparing for your individual medical needs abroad, please contact Katie Mungovan, Assistant Director of Enrollment Services, at katiedoh@bu.edu. During your on-site orientation, you will also receive detailed information about how to access local health resources and what to do if you get sick.
GENERAL HEALTH PREPARATIONS:
Study abroad can be mentally and physically challenging, so it is important for you to prepare as much as possible now for your health and safety during your time abroad. We recommend that you consider the following:
- Make an appointment with your doctor for a checkup and discuss any medications you take.
- If you are experiencing any emotional, eating, or substance abuse issues, seek professional counselling and consider deferring your participation in an overseas program, if necessary.
- If you have had difficulties coping with change, stress or anxiety in the past (whether or not it was professionally diagnosed), or are hoping that time spent overseas will help you solve a problem facing you at home, or on campus, you should talk to a medical professional before studying abroad.
- If you anticipate needing any dental, optical, or other procedures, plan to have them completed before departure. If you wear contacts or glasses, plan to bring enough with you to last the full program.
- Take the time now to read the BU Study Abroad Health and Safety webpage.
- Consult the CDC website (specifically for "Extended Stay/Study Abroad" travelers) for country-specific health information. The CDC recommends being up to date on all routine immunizations for any travel abroad, and you should ask your doctor about any recommended vaccines or medications you may need based on your destination. Be sure to discuss these recommendations, as well as any other health conditions you may have, with your doctor before you depart.
Request Academic Accommodations & Additional Support
If you have a mental health, emotional, learning, or physical disability that would require reasonable accommodations in order to complete the requirements of the program, you must obtain approval from the BU Disability and Access Services office (DAS), even if you've worked with their office previously. To initiate the approval request process, contact DAS at access@bu.edu or by phone at 617-353-3658. Please note that certain accommodations that you receive on your home campus may not be available at your program site, so the earlier that you are in contact with their office for advising, the better. The process for arranging accommodations may take several weeks. Please note that we are unable to accommodate emotional support animals in our international programs.
If you are currently consulting with a mental health professional, you must seek their counsel about the advisability of your participation in a study abroad program, especially as related to your adjustment to new cultural, academic, and housing environments and the availability of therapeutic or medical support while you are away from your home campus. If you have questions about the support available at your program destination, please contact your Program Manager.
Complete the Phase 2 Self Check
Have you completed everything in Phases 1 and 2? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with you Program Manager and complete that task right away.
You should have completed:
(From Phase 1)
- Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
- Review Housing Information & Pay ADA Deposit – OCT 20
- Booked your flight – NOV 7
(From Phase 2)
- Submitted visa application- NOV 7
- Attended your pre-departure conference – DEC 18
- Submitted the Flight Form – DEC 1
- Submitted ADA Enrollment Forms – DEC 1
- Submitted ADA Health Forms – DEC 1
- Made any necessary doctors appointments and located your nearest travel clinic for immunizations.
- Made a plan for any medications, prescriptions or healthcare needs abroad
- Contacted BU Disability Services to plan for academic accommodations and other support services (if necessary)
———– END PHASE TWO ———–
———– START PHASE THREE ———–
Billing: Deadline Early Dec. for BU and mid-Jan. for Non-BU
BU Students:
The Spring 2025 payment deadline will be early December. You will use the StudentLink “Money Matters” tab to view and pay your bill, as usual. Any questions regarding your bill or making payments should be directed to BU Student Accounting Services at studenta@bu.edu.
Non-BU Students:
Banking Abroad
It’s essential that you call your bank and credit card companies to let them know you’ll be studying abroad. You’ll need to tell them what country (or countries) you’ll be visiting, and the dates you’ll be away. If you don’t let them know, they may freeze your accounts, assuming your card has been used fraudulently. When you call your bank, you should ask them about the fees you may incur when using your debit/credit cards internationally.
Additional questions for your bank:
- Does your bank have a partner in Italy?
- What additional fees will you have to pay?
Italy is somewhat more cash-based society than the U.S. so you won’t be swiping or tapping your card everywhere you go. Make sure you have quick and easy access to cash. Credit cards are good for emergencies. Cards can be used in bigger stores and restaurants.
Mobile Phones & Internet Access
- Make sure you have a local number for emergencies and ease of use
- Local Pay-as-you-go plans are the easiest and most economical. You can either get a whole new cheap phone, or just a new simcard
- Many students purchase a pre-paid mobile phone when they arrive in Italy
- Keep your current smartphone on “airplane mode” and use apps on Wi-Fi when it’s available
- US-based international mobile phone plans are more expensive and often don’t work well
- Differences locally: wi-fi at villa can be spotty; there are some public wi-fi spots in town
Communication With Home
Most students who study abroad find that they are in less regular communication with their friends and family back in the US (or their home country). You’ll have a new routine, friends, commute, and a new time difference to account for. Because you’ll want to share your experiences with your loved ones, we recommend you consider the following before departure:
- If you currently speak to your parents everyday, for example, you may want to try and schedule a call every few days while you’re abroad. Some students make plans where they schedule a call every Tuesday and Thursday, or once a week on Sundays – whatever works for you! Remember that the best plan is one you can stick to.
- If you’re going to be traveling, let your family know how long you’ll be gone for, and where you’re going so they don’t worry if they don’t hear from you for many days. It’s also important that they know where you are for emergency communication purposes.
- You should download some of the free communication apps prior to departure, and help those with whom you’ll want to communicate to download them as well. Test them out together, so everyone knows how to use them. Examples are: Zoom, Facetime, Whatsapp, Facebook Messenger, WeChat, LINE, etc.
- You may experience some differences locally; for example, wi-fi at your residence can be spotty, fewer public wi-fi spots, etc.
Voting Abroad
VOTING ABROAD
Don’t use studying abroad as an excuse not to vote, there are many resources that make it easy. Plan ahead and make your voice heard.
Boston University is partnered with TurboVote – an online platform that makes sure you know when elections are happening and have the information you need to vote. Once you sign up, you can get registered to vote, apply for your absentee ballot, and receive election reminders through the site. Get started with TurboVote now!
Here are some other great resources that make it easy for you to vote while your abroad:
- Overseas Vote Foundation
- Vote From Abroad
- Department of State – official absentee voting information
- Voter Registration Deadlines by State
If you are not registered to vote yet make sure you check your local state deadlines to register online. Registering to vote online is quick and easy!
Packing List and Tips
ADA provides a pre-departure guide that contains a lot of useful information, including packing suggestions, make sure you take time to review this guide.
Withdrawals: Deadline JAN 15
Have You Changed Your Mind?
If you are considering withdrawing from your Study Abroad program, please thoroughly review the Boston University Study Abroad Policy on Refunds. Please keep in mind that at any time after your admission to the program there may be non-recoverable costs associated with withdrawing from the program. Examples of non-recoverable costs for which you may be financially responsible may include, but are not limited to, charges related to housing, flights, academics, internships, or program-related activities.
It is important to note that the program starts on January 23rd and is more than 12 weeks long. The last day to notify our office in writing of your withdrawal prior to being responsible for a portion of the program fee is January 15th.
Complete the Phase 3 Self Check
Have you completed everything in Phases 1, 2 and 3? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with you Program Manager and complete that task right away.
You should have completed:
(From Phase 1)
- Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
- Review Housing Information & Pay ADA Deposit – OCT 20
- Booked your flight – NOV 7
(From Phase 2)
- Submitted visa application- NOV 7
- Attended your pre-departure conference – DEC 18
- Submitted the Flight Form – DEC 1
- Submitted ADA Enrollment Forms – DEC 1
- Submitted ADA Health Forms – DEC 1
- Made any necessary doctors appointments and located your nearest travel clinic for immunizations.
- Made a plan for any medications, prescriptions or healthcare needs abroad
- Contacted BU Disability Services to plan for academic accommodations and other support services (if necessary)
(From Phase 3)
- Called your bank and credit card companies to let them know you’ll be studying abroad. Asked about any banking reciprocity agreements they may have, as well as any fees you may incur.
- Decided if you’re going to use your current mobile phone abroad, or get a new phone after you arrive in (site). If you’re going to use your own phone, be sure to get it unlocked at least a week ahead of departure.
- Made a reasonable communication plan with your family and friends
- Settled your Boston University Student Account – Billing Deadline Early DEC
- Reviewed your packing list and purchased any essentials
- Read your “In-Country Guide”
———– END PHASE THREE ———–
———– START CONTACT ———–
Program Contacts
As you prepare for and embark on your study abroad experience, you will be in contact with various staff members from BU Study Abroad, both in Boston and abroad. To avoid missing important information, please add “@bu.edu” to your address book. Please keep all emails in a folder for your reference as you prepare for your semester abroad. Here are the names and email addresses of some people who will be in touch with you this semester, and/or whom you may want to contact with questions.
Boston-Based Staff
- Sarah Thompson, Program Manager
Sarah will be your primary contact during the pre-departure process. All questions and concerns you may have should be directed to her.
Accademia dell’Arte (ADA)
- Maria Cerbasi – Associate Director of Administration, located in Arezzo – for questions about life on site, housing or enrollment forms
———– END CONTACT ———–
———– START CALENDAR ———–
Program Dates
The Spring 2025 Arezzo Physical Theater program runs from January 23rd (depart U.S. on January 22nd) to April 25th.
Neither late arrivals nor early departures are permitted. We urge students to not make any weekend or mid-semester break travel plans until they arrive on site and receive the finalized course and program schedule. During the semester, students must fulfill strict attendance requirements and will be very busy with classes, program activities, and assignments. If family and friends plan to visit, please schedule trips to take place before the start of on-site orientation, during a scheduled program break, or after the semester ends. The first and last weeks of the program are critical to students’ success and require your full attention. By timing visits to coincide with scheduled program breaks, you can meet attendance requirements and take full advantage of your study abroad experience.
———– END CALENDAR ———–
———– START GUIDE ———–
Accademia dell’Arte Resources
General Resources
Local Embassy
U.S. Embassy Rome
via Vittorio Veneto 121
00187 Roma
Phone: (+39) 06.46741
Information for the U.S. Embassy in Rome & the Consulate General in Florence can be found here.
'Being You' Abroad: Personal Identity and Cultural Perceptions
IDENTITIES ABROAD
As you prepare for your study abroad experience, you’ll want to consider aspects of your identity and how these may be perceived and treated in the culture you’ll be spending time in. You may encounter varying and even opposing perceptions of your identity, which could include your gender, sexual orientation, religious affiliation, ethnicity, and possibly several others. Although some of this will be covered in your on-site orientation, we encourage you to do some research into social norms, cultural mores, and local practices before your program begins. We want you to participate as much as possible in the host culture and should be prepared for the experience, which can be both personally challenging and rewarding.
Explore our resources for understanding how your experience may be impacted by your identity(ies).
ADDITIONAL RESOURCES
———– END GUIDE ———–
———– START FINE PRINT ———–
Academic Policies for Students Directly Enrolling in Courses at a Foreign University
As a student who will be directly enrolled in one or more courses at a foreign university, you are subject to a set of specific policies that apply to your classes, credits, and grades on this program. You are expected to be familiar with these policies before going abroad. Please read the academic policies below and make sure you understand them fully. You may download a copy of these policies here. Contact your Program Manager if you have any questions.
ACADEMIC POLICIES FOR STUDENTS DIRECTLY ENROLLING IN COURSES AT A FOREIGN UNIVERSITY
You will be enrolled in a course or courses at a university whose policies, teaching methods, and grading systems will differ from Boston University’s. Please read the policies outlined below very carefully and refer to your program-specific informational materials, which may include additional policies that modify or supplement the below.
- Full-time status. You are required to maintain full-time student status, equivalent to 12 or more BU credits per semester, while abroad. You may need to take more than 12 credits at your host university in order to earn the equivalent of 12 BU credits. Some foreign universities require that you take more than 12 BU credits in order to meet their requirements for full-time status.
- BU degree progress. You are responsible for verifying with your department in advance how the classes you take abroad will apply towards your major or minor degree requirements. An Academic Worksheet is available to you for this purpose.
- Auditing classes. You are not permitted to audit classes while studying abroad.
- Registering for final exams. Some universities abroad require students to register in advance for their final exams. It is your responsibility to know whether you need to register for your final exam, and to do so by the deadline. At some universities abroad, failure to register for or take a final exam results in a failing grade for that course. Although some universities abroad allow their matriculated students more than one opportunity to sit for final exams, BU Study Abroad program participants will sit the final exam only once.
- Grading Conversion and Credit Transfer. It is a student’s responsibility to understand the grading system and grade conversion scale for their host university courses. Some courses offered abroad may carry fewer than four credits.
- Grades and transcripts. Boston University cannot edit, modify or changein any way the final grades that are issued by your host institution and indicated on your host university transcript. Any questions regarding your grades should be directed to your host university faculty. All grades assigned to you by the host institution will be recorded on your BU transcript and all grades earned abroad will be factored into your GPA. You cannot opt to omit courses taken abroad and/or grades earned abroad from your BU transcript.
- Pass/Fail. No credit will be given to courses taken Pass/Fail.
- Withdrawals. If you withdraw from one of your classes abroad and a ‘W’ appears on your host university transcript, that ‘W’ will also appear on your BU transcript. However, a grade of ‘W’ will not be recorded on your transcript retroactively and post-program.
- Incompletes and Failing Grades. No grades of ‘Incomplete’ will be given; all coursework must be completed with your host institution, including the completion of all final exams before the end date of your program. You will also receive an ‘F’ on your BU transcript for any class that is ‘Incomplete’ on your host institution transcript. A failing grade earned in a class taken abroad will appear on your transcript as an ‘F’ and will count towards your GPA. In keeping with BU academic policy, you will not earn academic credit for incomplete or failed courses even though the grades appear on your transcript and impact your GPA.
Boston University Study Abroad reserves the right to rescind admission to or continuation in any program if an applicant’s academic or disciplinary record is not satisfactory. Boston University students placed on expulsion, academic suspension, or residence separation are not eligible to participate for the duration of the sanction. Deferred separation status will be reviewed on a case by case basis. Non-Boston University students are expected to verify their eligibility to study abroad with their home institution. In addition, your Boston University student account must be in good standing. University policy requires the withholding of educational services, including participation in a BU Study Abroad program from any student whose financial obligations to the university are due and/or unpaid. In completing your online pre-departure forms, there are a number of terms and conditions that you have agreed to by your electronic signature. In addition, some policies are stated on our website and linked below. We suggest that you review the following with your family, parent/guardian or other interested party: All students should thoroughly review the Boston University Study Abroad Policy on Refunds. This policy applies to all students and should be thoughtfully read when considering a withdrawal from a program. If you have questions, please contact our office. All students should review the Boston University Study Abroad Privacy Notice.The Fine Print: Policies and Procedures
Academic, Disciplinary and Financial Standing
Students’ Responsibilities While Abroad
Policy on Refunds
Privacy Notice
