Foreign Travel Documents

Transcription

1 International Language Programs Volunteer English Teaching Program Foreign Travel Documents 299 East 950 South Orem, UT Phone (801) Fax (801)

2 Table of Contents *Please carefully read the instructions on each page* Please submit the following travel documents. If you have any questions or need assistance with these documents, please contact ILP. The following items must be received at least 6 weeks before departure: Registration with the Embassy Health Insurance Physical Examination Immunization/Vaccination Record School Transcript and Resume (China volunteers only) Medical Test Results (Russia* and Ukraine volunteers) *Russia volunteers must submit HIV test results at least 8 weeks before departure. Additional Visa Photos* (Moscow volunteers only) *Visa photos will not be submitted to the ILP office, but will be taken when the volunteer arrives in Moscow. High School Diploma (Russia and Thailand volunteers only) Host Family Questions (Ukraine, Lithuania and Russia volunteers) Visa Part II Document (Russia, Ukraine, Thailand and China volunteers) Visa Clearance Letter (Thailand volunteers only) International Language Programs 299 East 950 South Orem, UT Updated 5/11/12

3 Registration with Foreign Embassy ILP gives support to volunteers in case of an emergency. The American or Canadian Embassy in the area also supports those who have registered. Registration enables consular officers to contact and assist you in such emergencies as a natural disaster or civil unrest. Please follow the instructions below to register with the appropriate embassy. Once you have registered, print off a copy of your confirmation page and submit it to ILP. American Citizens To register with the American Embassy in the country where you will be volunteering: Go to the U.S. Department of State website: Look under the heading US Passport (or you can also click the link Before You Go ) Click on the Enroll in STEP (Smart Traveler Enrollment Program) First you will need to create an account for yourself. You can use this for your trip with ILP as well as any future trips abroad you may take. Under the login portion, there is a link that says Click here to create an account. Click Create Individual Account Enter requested login information and click Next Enter personal contact information and click Next Enter your passport information and click Next If you would like to list an emergency contact, enter their information and click Next Check the box indicating that you have read the Privacy Act Notice Indicate to whom you authorize the State Department to release information about you, if anyone Review your information and click Finish Once you have created your account, you ll need to enter your travel information: Click on the Add a Trip link on the bottom of the page Choose the country you will be volunteering in Choose the American embassy located nearest to your city: Russia Moscow, Voronezh = Moscow St. Petersburg = St. Petersburg Ukraine Kiev = Kiev Lithuania Vilnius = Vilnius Thailand Phichit, Phitsanulok = Bangkok China Nanjing, Ningbo, Changzhou, Quanzhou = Shanghai Zhongshan = Guangzhou Weihai = Beijing Changsha = Wuhan Mexico Tehuacan, Pachuca, Tula, Tezontepec = Mexico City International Language Programs 299 East 950 South Orem, UT Updated 5/11/12

4 American Citizens continued Type of visit: choose Extended Stay Destination date of arrival: enter the date (or estimated date) of your departure Destination date of departure: enter the date (or estimated date) or your return home Destination address: find the address to your school at Click Next An Add a Traveler screen will appear. Do not add a traveling companion, just click Next. A screen titled Travel Information Distribution List will appear. If you would like to receive travel warnings and alerts, and consular information issued by the U.S. Department of State via enter your information here. This is not necessary for registration. A Thank You and confirmation page will appear stating that you have successfully completed registration will appear. Click Finish and your profile page will appear. Print or a screen shot of this page to ILP.(*Send an actual copy of the page, not a copy of the link-we are unable to access the secured link) Canadian citizens Go to the website for Foreign Affairs and International Trade Canada: Choose English Under the Travel tab, choose Travelling Abroad Click Registration of Canadians Abroad Click Online Form Review the Terms and Conditions and click Accept Enter the information asked for in each section Personal Details Passport Details Travel/Residency Details Outside Canada Enter the country you will be volunteering in You may leave the region blank Enter your dates (or estimated dates) of travel Reason for Travel: choose student You may enter your travel insurance information, but it is not required Travel/Residency Contact Details in Destination Country For your school contact information where you ll be volunteering go to Click submit A Registration Summary screen will appear. You may add an emergency contact here if you wish. When you have finished, print out or take a screen shot and the page that shows that your Registration is Complete and submit it to ILP. International Language Programs 299 East 950 South Orem, UT Updated 5/11/12

5 Name: Term: Spring / Summer / Fall 20 Health Insurance All ILP participants must demonstrate adequate insurance coverage, including emergency medical evacuation insurance, in case of medical or other emergencies abroad. If you call ILP to order and pay for your insurance, you must still turn this form in for record purposes. STA Travel is a large travel organization that provides International Youth Travel Cards (IYTCs) which meet these insurance requirements. You can learn more about this insurance option by visiting the STA Travel website at *If you purchase an IYTC you will receive an from STA Travel with instructions on how to upload your photo to complete your order. Please select an option below. I do NOT have insurance that will cover me while abroad. Please order me an International Youth Travel Card (IYTC) with premium insurance and emergency medical evacuation coverage. The total cost of the IYTC is $106 I will pay by cash or check. To pay by electronic check please call the office. Please charge the cost of the IYTC to my credit card (a 3% surcharge will be added to credit card payments; the total amount charged to your card will be $109.18) Credit Card Payment - $ % Cardholder Name Date Visa MasterCard Discover Credit Card # Expiration Date Billing Address Zip Code I have medical insurance that will cover me while abroad. I do NOT have emergency medical evacuation coverage. Please order me an International Youth Travel Card (IYTC) with the necessary evacuation coverage. Insurance Company: Policy/Group Number: Insured Name: The total cost of the IYTC is $25 I will pay by cash or check. To pay by electronic check please call the office. Please charge the cost of the IYTC to my credit card (a 3% surcharge will be added to credit card payments; the total amount charged to your card will be $25.75) Credit Card Payment - $25 + 3% Cardholder Name Date Visa MasterCard Discover Credit Card # Expiration Date Billing Address Zip Code I have medical insurance that covers me while abroad AND carries emergency medical evacuation coverage. Insurance Company: Policy/Group Number: Insured Name: (*Note: You must be under 26 years old to qualify for the IYTC. If you do not qualify, please discuss your insurance options with your ILP representative)

6 Name: Term: Spring / Summer / Fall 20 Physical Examination I have examined (patient s name) and have found him/her to be free of any health problems that would not allow him/her to interact with children in an educational facility.* He/She is able to participate with children on a daily basis and would not jeopardize his/her own health, the health of the children, or the health of other workers in the nursery school setting. Health Practitioner's Signature Date To the Volunteer: the physical examination can be completed no earlier than 6 months prior to your departure and must be submitted to ILP at least 6 weeks before departure. * In the event that there are concerns with the examination results or past medical history, yet you feel that the person should still be allowed to participate, please attach any information and explanations necessary to assess the situation. You may also communicate any concerns privately to the ILP directors listed below. Steve Brayton, Jared Hansen, or Casey Glade Tel. (801) (800) Fax (801) East 950 South Orem, UT 84058

7 Name: Term: Spring / Summer / Fall 20 Immunization/Vaccination Record Because of the risks involved in disease exposure during foreign travel and with receiving vaccinations, ILP cannot require or recommend that you receive any or all vaccinations available. We do ask that you provide a record of which immunizations you have received. See the Center for Disease Control at for information and recommendations. Work with your physician or a state or local health department for information about costs of and procedures for receiving vaccinations. Note: ILP does not have any teachers living or teaching in rural areas. If you are planning to travel to a rural area during your vacations, you may want to make special considerations. Please attach or list below all immunizations/vaccinations you have received. Travel Tips ILP strongly recommends that you review the tips for traveling abroad given by the U.S. Department of State found at School Transcript and Resume (China Volunteers only) All volunteers must submit a copy of their school transcript and a basic resume. This is required to process your visa invitation. It doesn t have to be an official transcript; you can print off your grade report from your university s website. You may use your current resume. There is also a template for a resume attached to your travel documents if needed.

8 Medical Test Results (Russia and Ukraine Volunteers Only) Some countries require anyone working with children to provide results of certain medical tests. Please note that it can take 2 weeks or more to receive HIV test results. Please submit the following: Russia In order to process your visa, ILP must receive your test results at least 8 weeks before departure. HIV test results Ukraine HIV test results Gonorrhea test results Diphtheria immunization record (updated within the past 10 years) Please Note: The HIV and Gonorrhea tests can be completed no earlier than 6 months prior to your departure. Additional Visa Photos (Moscow Volunteers) Volunteers going to Moscow, Russia will need to have 8 additional ID photos taken in order to register their visas. These photos will be taken when you arrive in Moscow. The photographs must meet very specific guidelines so it s better to have them taken in Russia. We just want you to be aware that you will have your picture taken within the first day or two of arriving. The photos are typically $8-$10 so be sure to have cash on you (either U.S. dollars or Russia rubles) to cover the cost. General blood testing (St. Petersburg Volunteers) The local government in St. Petersburg requires anyone working with children to have a general blood test each year. Each semester, our ILP volunteers in St. Petersburg are required to do this as well. You do not need to do anything in preparation for this and it will be free. We just want you to be aware that this will happen after you arrive. High School Diploma (Russia and Thailand Volunteers) All volunteers going to Russia must submit a copy of their high school diploma. This is required to process your visa. If you do not have, or cannot access, your high school diploma, you may also submit a university or technical college diploma. For Thailand, if you cannot access your diploma, you may submit your most recent transcripts (unofficial is fine), but diploma is preferred.

9 Visa Clearance Letter (Thailand Volunteers) All volunteers going to Thailand must submit a visa clearance letter (also called a police clearance letter or police visa certificate). This is required to process your visa. It is NOT a background check. Please take photo ID to your local police department and request the letter. Call ahead to verify office hours and cost of the letter (usually about $15-20). This must be done within 3 months of departure.

10 Name: Term: Spring / Summer / Fall 20 Host Family Questions (Russia, Ukraine, and Lithuania Volunteers) The schools you are assigned to have requested the following information to help with finding a host family for you. Even if you are assigned to a school where the teachers live in apartments, please complete this form. Full Name: Place of residence: Number of people in your immediate family (including you): Education level: Pet allergies: Food allergies: Dietary preferences: Any childhood diseases (ex: chicken pox): Hobbies/Passions: Interesting facts: Reasons for coming to Europe: Any additional information you think would be beneficial for host family placement:

11 Visa Application Part II (Russia and Ukraine) USE SECURE LINK to SUBMIT FORM: Visa Application Part II (China Volunteers) USE SECURE LINK to SUBMIT FORM: (*Nationality* -example: USA, Canadian, etc.) Visa Application Part II (Thailand Volunteers) Print, fill out your personal information, sign, and turn in the Thai visa application: 1.pdf