Accepted Group Study Program Students
So you've been accepted. Now what?
Congratulations on your upcoming adventure! This is an exciting time, and it's important to review the next steps.
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Registering for your program
Did you know that your acceptance email doesn't hold your spot in the program? To secure your spot, you must complete your registration process within the deadline noted in your acceptance email. Not sure how that works? Let's break down the steps.
You will be added to our 2024 Group Study Programs D2L group shortly after being accepted to your program.
There, you will find a video module containing everything you need to know before we confirm your registration in your program. There will also be an embedded quiz in the video. You must get 100% on the quiz to pass. It may take up to 24 hours for the quiz to be unlocked after watching the video. If you're experiencing issues with the quiz after 24 hours, please contact us.
We want to make sure everyone is on the same page and that we are able to support you in the field. Be sure to review your Group Study Program Participation Agreement - you will find this in D2L as well. Sign and submit it to the appropriate Dropbox in D2L. If you have any questions before you sign this form, please email group.study@ucalgary.ca.
Fill out your online RAISA registration. RAISA is the same site where you originally applied, and next to your accepted program you will now find an option called "registration".
What we need to know now:
- Your emergency contacts (there must be 2)
- Your health information
What you can fill in later:
- Uploading a copy of your passport
- Uploading a copy of your insurance
Your Immediate Homework:
- Apply for your passport now!
- If you don't have a valid passport wait times can be months to get a new one at this time. Apply for one right away!
Your deposit is the final step in your registration, officially holding your spot in the program. It is non-refundable, and is used to make local arrangements for your program.
Usually, the deposit is about $1000. For specific numbers, you can check out the Student Cost Summary PDF on your programs webpage.
Once you complete the rest of your registration through the 2024 Group Study Program D2L, you will have the deposit charge posted to your student account. You will make the payment the same way you pay your tuition fees in your Student Centre.
Please note: For online banking and CIBC/WU credit card payments, students can expect payment to appear posted to the student account within 3-5 business days of initiating the payment. For all other payment options, refer to the payment processing times chart on the Enrolment Services website. All payment methods take processing time to appear posted to Group Study charges.
NOTE: This payment will be refunded by the University of Calgary in the event that there are travel restrictions that prevent us from sending students to their anticipated programs.
Travel Documents
As mentioned in the registration section above, you'll need to get some important documents ready before you leave on your program and also make sure your Global Learning Advisor has copies. In case of emergency, the University of Calgary's International Travel and Risk Management department, as well as to the relevant Canadian embassies/consulates abroad, can use them in order to ensure your safety and protection while traveling on your program and returning home.
You may upload digital copies to your RAISA registration, email copies to group.study@ucalgary.ca or drop off hard copies at our office.
Please make sure you have your documents submitted as soon as possible.
Passports
As per current regulations by the Canadian government, your passport must be valid for a minimum of six months after the date of your return to Canada from any international travel. Current wait times for processing passport applications are VERY LONG. If your passport will expire soon (or if you don't have a passport), apply for a new one immediately! Please make sure a copy is uploaded to your RAISA registration. You must include both the photo page and your signature page, taking care to not cut off any information.
Insurance
The minimum standards for insurance that you are required to have to participate on our programs is linked below. These requirements are subject to change please check at the time of buying your flights that your insurance meets these standards. If you are not sure of your coverage meets these standards you may provide this document to your insurance provider to confirm. You may purchase insurance at the time you purchase your flights through our travel agent. If you are not purchasing them through our travel agent, you must have insurance through another provider within a week of purchasing your flights.
Travel Visas
Depending on your program location, you may need a visa to enter the country. This may be different for students traveling on Canadian passports or passports from another country - it may not matter and everyone needs one! If you do need a visa, check the requirements and expected wait times far in advance before buying your tickets.
Get the Rest Done!
You will have a number of things to take care of and consider before departing on your program, aside from having your papers in order.
Flights are always arranged as a group through a designated travel agent. It is also required that all participants and the program instructor(s) depart together from Calgary to your initial destination.
It is not permitted to book your flight independently. We know its super tempting, but our system exists for a reason. We have your back, promise!
Many programs will have an option for participants to deviate on their return flight (for instance, if you wish to stay longer in-country, or do additional traveling after your program ends). If you want to add additional travel to your trip, you have to book your return flight home to Calgary (from where ever you are flying home from). This is for safety reasons as it allows the agent to make any necessary changes to group bookings if an emergency situation occurred.
Any flights taken after the program to additional destinations (aside from the flight home) can be booked independently. We recommend waiting until after you purchase the flights for your program.
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Filling out your air letter
Sometime in February, your Global Learning Advisor will connect you with the travel agent securing our tickets for the program. They will ask you to fill out an "Air Letter". This gives them all the required information they need to start looking for your ticket.
Before you talk to the travel agent, you must know if you will be doing any extra traveling after the program (see note on post-program travel below).
Changing the flight will not only change the base cost of your ticket but you will also incur a hefty late fee.
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Buying your ticket
After everyone in the program submits their letters, the agent will let the group know when they have found tickets for the group. You will be responsible to follow payment instructions once we are advised that the tickets are ready, and you must do so within 2 days of being contacted (or according to the deadline provided by the travel agent).
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Additional post-program travel
Many programs will have an option for participants to do some extra traveling after your program, and not fly home with the group. We always recommend checking with the program instructor to make sure that doing so won't interfere with any course deadlines they have after returning to Calgary. That being said, if it's okay with them, it's okay our office generally approves it as well. The travel agent still has to book your ticket home but you just need to let them know where you want to fly home from.
If you choose to do some extra traveling, make sure you know your travel dates before you talk to the travel agent and submit your air letter.
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Why we use a travel agent
For a few reasons, but it's primarily a safety measure. If an emergency situation occurs, they ensure that everyone gets seats on the same flight and that the whole group can be rebooked together if needed.
Once course registration has opened for your program's semester (e.g. late February or early March for Spring/Summer programs), you will be sent instructions for how to enroll in the courses associated with your GSP. In some cases, students will be enrolled as a group by the academic department offering the courses; in other cases, you will be directed to enroll yourself through your MyUofC Student Centre. Your Global Learning Advisor will let you know if you need to do anything to make this happen or if we were able to get your registered behind the scenes.
In addition to paying your deposit, you will have to make payments towards your program at several other points. You may have 1-2 more installments towards your base program fees, your flights, and your tuition. You will also have to save some money to pay for your expenses in the field.
More details on your fees is covered in the registration module on D2L. If you have any questions, you can ask your Global Learning Advisor.
It can seem like a lot, but you have options to help with the costs.
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Who to pay
All payments towards the base costs of your program as well as your tuition will be paid directly through your MyUofC Student Centre online.
Your flights will be paid directly to the travel agent. Likewise for your insurance if you need to purchase it and chose to go through our travel agent.
Please talk to your advisor if you have any questions.
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Funding Opportunities
There may be funding opportunities that you are eligible to apply for depending on your home faculty and the program you are applying to. They can be found on the program's webpage.
For more general options, click the link below.
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Student Loans
Group Study Programs are eligible to be covered by student loans. The Global Learning team cannot provide you with a letter upon request to support your loan application by confirming your participation in the program. You should be prepared to pay the majority of your expenses upfront, such as your deposit and flights, as loans may not be available in time to meet payment deadlines. If you are unable to make a deadline, please contact your Global Learning Advisor as soon as possible.
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What is a contingency fee?
You'll see there is a contingency fee listed under "Program Fees" on the Student Cost Summary for your program. This fee produces a small surplus in the program budget, allowing the Global Learning team to cover any unexpected costs for the group. If the contingency is not used, a refund will be issued to the group participants. Refunds cannot be released until after all budgets/expenses have been processed; for Spring/Summer programs, any refunds will usually be released in late Fall semester. Refunds are typically released via direct deposit.
In the same D2L course that you are registered in to complete your program registration, starting in December we will release the pre-departure orientation modules. They will cover topics such as academic expectations, health and wellness, culture, and more. You must watch the videos fully and do the quizzes before your in-person Pre-Departure Session (see details in the section below). It may take several hours for the quiz to be unlocked after watching the video.
If you have any issues accessing the course or it's content email group.study@ucalgary.ca.
Your Pre-Departure Orientation session will be organized by your Global Learning Advisor and is mandatory to attend. This session builds on the subjects covered in the online D2L modules and gives you the opportunity to meet the other students participating in your program.
Your Global Learning Advisor will notify you when the exact date is once it is scheduled, but for programs departing in the Spring/Summer term, you can expect that it usually will take place sometime in March.
There are a variety of sessions that you may also be required to attend, depending on the program you are participating in. Some examples of those sessions may be:
- Travel medical clinics
- First aid clinic
- Academic classes
- Culturally relevant sessions
Your advisor will let you know if you have to attend any of these sessions. They will likely take place between February-March.
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Travel Medical Clinics
This is a requirement for all students traveling to programs located in tropical locations.
You will meet with a doctor, specialized in travel medicine, who will be able to advise on safe health practices for traveling, including vaccinations. This session will be 2 hours in length and be held on campus. Your Global Learning Advisor will let you know when this has been arranged.
Downloading the CANImmunize app is also recommended as a tool for recording your vaccination record which will be needed during your appointment.
If you are unable to attend the session at the time it has been booked for your group, please let your Global Learning Advisor know as soon as possible.
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First Aid Clinic
This is a requirement for all students traveling to programs that will be taking place at a distance from large medical centers.
You are still required to attend the session if you have some level of first aid certification.
These sessions usually occur on a Saturday from 9am-5pm and are held on campus. Your Global Learning Advisor will let you know when this has been arranged.
If you are unable to attend the session at the time it has been booked for your group, please let your Global Learning Advisor know as soon as possible.
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Academic/Cultural Sessions
These may be arranged by your instructor if they feel it would benefit your learning before departing on the program. These are also considered mandatory and their completion will likely be tied to the courses you will be taking with them.