Caribbean 20,40 & 80-Day and Global 40 & 90-Day Voyages
General Forms & Pre-Trip Packet 2016-2017
Sea|mester General Planning Packet
Table Of Contents
Introduction To This Packet ...... 3 Keys To A Successful Program ...... 3 Recommended Resources ...... 5 Passports & Visas ...... 5 Vaccinations / Immunizations ...... 6 Student Medications ...... 6 Tuition & Travel Protection Insurance ...... 7 Copy Important Documents Before Travel ...... 7 Flights & Travel Days ...... 8 Emergency / Non-Emergency Communications ...... 9 Important Phone Numbers & E-mail Addresses ...... 9 Student Cell Phone & Electronics Policy ...... 9 Electrical Outlets ...... 10 Mail & E-mail ...... 10 The Sea|mester Blog ...... 10 Travel Money ...... 11 Student Agreement Contact ...... 12 Summary & Final Checklist ...... 13 Voyage Specific Travel Details……………………………………………………………………14 Packing List …………………………….…………………………………………………………………16
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Sea|mester General Planning Packet
Introduction To This Packet
Sea|mester students AND parents should carefully read and discuss this document, as the information inside pertains to both. We have tried to be as thorough as possible to help you prepare for your Sea|mester adventure. If you have any remaining questions about your trip after reading this document, do not hesitate to contact us at +1.941.924.2900 or [email protected]. We are available Monday through Friday, 8am to 6pm eastern.
Keys To A Successful Program
As a leader in the field of high school and university-level programs, Sea|mester has fine-tuned the art of planning adventure travel and experiential education abroad. Our primary priority is always managing risks, and our staff will do their part to help ensure a fun and rewarding experience for each student. However, you must do your part too, as over the years we have learned that ultimately the success of our programs rests with the students themselves. Participants who do not follow our directions can quickly put themselves in harm’s way, or lose out on the incredible opportunities available on our once-in-a-lifetime trips. Below we have highlighted some areas of key importance as we embark on this adventure together.
Student conduct – Sea|mester has high standards for personal conduct. We expect our students to be willing and excited to participate fully in all aspects of the program. Enclosed in this packet is a copy of our Student Agreement Contract. Students (and parents) should closely review this document, as violations to the contract can be severe – compromising safety and/or result in early dismissal without refund. Early dismissals are extremely damaging in our team environment, and can be costly for families as all early departure expenses incurred by the student and staff accompaniment (when required) are the responsibility of the family. We take our Student Agreements very seriously, and YOU SHOULD TOO!
Culture shock – Culture shock isn't a clinical term or medical condition. It's simply a common way to describe the confusing and nervous feelings a person may have after leaving a familiar culture (home) to live in a new and different culture – whether related to being in another country or being in a new living environment (such as life on a boat). It's very natural to have difficulty adjusting to the change in environment. Sometimes students feel happy and excited on one hand, but a little overwhelmed on the other. Students might even feel sad, anxious, frustrated, and miss home/school.
At Sea|mester, we recognize that times spent outside of our “comfort zones” are times when we learn and grow. These times can also be a lot of fun! The adventure of travel and learning will make memories that will last you a lifetime. We encourage all of our students to step on the plane with an open mind and a desire to be challenged.
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Food – During the application process, there was a space to share any dietary allergies or restrictions. If you have not yet informed our office of your dietary concerns, please contact us via phone or e-mail. While on program, it is essential that students eat well and in sufficient quantity, as our programs are highly active.
Sea|mester tuition covers all meals after arrival on program. We strive for healthy, nutritious, and delicious meals. As we are a health-conscious program, our menus do not provide large quantities of “junk” food (i.e. sodas, chips, candy bars, large desserts, etc.). Students can always supplement our meals and snacks by shopping locally for their own items. Please see the “Travel Money” section of this document for more information.
Water & Hydration – It is critically important for students to be properly hydrated throughout the trip. Being active in the sun and on the water means your body will need more hydration than you might be accustomed to.
Sun safety – Be extra aware of your exposure to the sun. Heavy exposure and subsequent burns are not only painful in the short term, but can cause skin cancer later in life. Please bring quality sunscreen, sunglasses, a hat, and use them!
Hygiene – Proper hygiene should extend to all that we do. This includes, but is not limited to, food / water preparation / consumption, wound treatment, bathing, and hand washing. Please keep yourself and your space clean!
Itinerary – We encourage all participants to “live in the moment” while on program. Travel, even on organized trips, requires flexibility and a willingness to accept adversity and change. Your life aboard a Sea|mester sailing vessel may not be as efficient and/or timely as you are use to. Living as a part of a team in a structured environment is not always easy. We hope you’ll take the bumps in stride, and enjoy the adventure!
Certifications – No prior experience or skills are necessary for our programs, save a willingness and excitement to participate. Be aware that your presence alone does not necessarily earn you the certifications, if offered as part of your program. Completion of certifications can be adversely affected by non-participation and/or early dismissal.
Bedding – Sea|mester provides all bedding and linens. Clean sheets will be exchanged throughout the voyage.
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Recommended Resources
The following list contains other useful resources commonly used in our trip preparation.
• http://www.seamester.com/portal– Use to access Sea|mester forms, pre-summer checklists and packets, the flight database, and more. • http://www.travel.state.gov– For country specific information, passport and visa information, tips for traveling abroad, etc. from the U.S. Department of State • http://www.cdc.gov– For vaccination information, safety tips, etc. from the Centers for Disease Control (CDC) • http://www.embassyworld.comor http://www.embassy.goabroad.com– For an online directory of embassies, consulates, etc. around the world • http://www.xe.com– For current currency conversion rates • http://www.worldtimeserver.com– Shows the current time and date in cities and countries around the world, automatically adjusted for local Daylight Savings rules • Lonely Planet Guides
Passports & Visas
All students joining Sea|mester must have a passport that remains valid a full six (6) months beyond the last day of the voyage.
While students are sailing aboard Sea|mester vessels, they are considered to be part of the ship’s crew and thus are rarely required to have a separate visa to enter the countries we are visiting if they are travelling on a US or EU passport. In rare circumstances, Sea|mester must process a vessel cruising permit or visitation visa on behalf of a student prior to the trip, if this is the case we will make you specifically aware that Sea|mester will be handling the processing of a travel authorization on your behalf. For further info see the Voyage Specific Travel Details section at the end of this packet.
Students traveling on non-U.S. passports: Please verify passport and visa requirements for your nationality by contacting the local embassy or consulate for your voyage destination countries. To get a specific list of the countries you will visit on your voyage please reference the Voyage Page on the Sea|mester website or call us in the Seamester office. The websites http://www.embassy.goabroad.com and http://www.embassyworld.com operate handy directories of embassies and consulates around the world. Note if you are transferring between flights within the U.S. on the way to or from the program, you may need a U.S. Transit Visa as well. For more information, please go to travel.state.gov/visa/temp/types/types_4383.html
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Vaccinations / Immunizations
We understand that families have varying opinions on vaccinations. Coupled with the fact that each student has unique medical considerations known best by his or her doctor, Sea|mester does not supply medical advice. Ultimately, the decision to get or not get vaccinations is a personal one, so please do not contact our office for specific vaccination recommendations. We do not know what other families choose to do for vaccinations, as we do not solicit this information. All families are referred to the expertise of the CDC, their health care providers, and/or a travel clinic with the following steps…
1. Go to the Travelers’ Health section of the CDC's (Centers for Disease Control and Prevention) website at wwwnc.cdc.gov/travel 2. Select the country of destination via the “For Travelers” dropdown menu. 3. Read through the information carefully, and consider which precautions you may want to take. 4. Schedule an appointment with your physician or a travel health professional. Please allow plenty of time before the trip to see your health care provider (CDC suggests 4-6 weeks). We suggest that you let your doctor know before the appointment that you are coming in for travel vaccinations, as some may need to make preparations. For assistance locating a travel clinic in your area, you may wish to try the “Find a Clinic” service on the CDC website at wwwnc.cdc.gov/travel/page/find-clinic. Your doctor might ask for the regions and countries where the group will visit. Please reference the Sea|mester website for a complete list of the countries you will visit on your voyage.
Student Medications
Sea|mester staff do not hold the credentials necessary for storing, handling, and/or distributing prescription medication. As such, students are ultimately responsible for the proper administration of their medication(s). If you require special accommodations (refrigeration, etc.) for a particular medication, please contact our office to discuss the options.
All prescriptions and most over-the-counter medications can be difficult or impossible to find/fill in pharmacies abroad. Please consider taking the following precautions to reduce the risk of loss:
• During air travel: Please ensure medications are in the carry-on bag, not checked baggage. It should be clearly labeled with instructions, as required by the airlines.
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• On program: Though theft is rare on our programs, you may wish to err on the side of caution by securing medication in a bag with small luggage locks. Luggage locks can be purchased at your local Walmart, Target, travel store, etc.
First aid kit – Though not required, Sea|mester suggests that students travel with a basic first aid kit for personal use. Useful items could include band-aids, antiseptic cream, medication for pain and/or fevers (acetaminophen, ibuprofen, aspirin, etc.), anti-itch cream, decongestants, cough drops, etc. Sea|mester vessels carry advanced medical response kits for emergency use.
Tuition & Travel Protection Insurance
Although optional, we highly recommend that you purchase insurance to protect your tuition payment against trip cancellation and interruption as well as make provision for emergency medical transportation services.
This coverage is suggested yet completely optional and you are welcome to choose any travel insurance yet we recommend that you start by looking at the plans provided by Travelex.
Travelex offers a number of standard plans. Your rate will differ due to your age, home state and the personal options that you select in regard to the insured tuition amount as well as the desired medical and evacuation coverage. For this reason you will need to visit their website to determine which plan best fits your needs, then complete the process online using their Travel Insurance Quote tool.
To use this feature you will need to use the Sea|mester ‘location number’ (09-6257) when entering your trip details. The easiest way to begin to research Travelex is to go to the Sea|mester website, under the “Essentials” tab you will find a link to “Trip Insurance”. You can also follow this link http://www.travelexinsurance.com/quote/?nc=1
Copy Important Documents Before Travel
Sea|mester suggests making copies of your important documents prior to travel. This may include passport data pages, visas, credit cards, ATM cards, etc. You should make photocopies or scan documents into a computer file. Having these copies is very useful in the event of loss or theft.
Make two copies of your passport, visa (if applicable), and other travel documents. Leave one copy at home, and keep hold of the other copy while abroad (separate from the original document). Make one copy of any items containing financial information such as credit cards, ATM cards, etc. Do NOT travel
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with this information. Rather, leave it at home in a safe location.
Flights & Travel Days
Booking flights – Sea|mester students come from all over the world, so coordinated travel is of vital importance. For this reason, we strongly suggest that students book through our travel coordinator, Leah Hernandez, of TRC Travel Center (+1.281.528.7727, [email protected]) so that all members of the team can fly on the same prearranged itinerary. Leah obtains great fares, arranges for group seating, and provides close monitoring and assistance on travel days in case of flight difficulties. As airlines often change their schedules, Sea|mester cannot be responsible for the coordination of flights not booked through TRC Travel Center.
For detailed arrival and departure info for your specific trip see the Voyage Specific Travel Details section at the end of this packet.
For those booking on their own – Please refer to the voyage page on the Sea|mester website, under the Frequently Asked Questions tab to confirm the fly in and fly out airports for your voyage. If you have any questions at all in regard to the date/time of arrival for your voyage feel free to call the Sea|mester office to confirm any proposed flight itinerary before you book it.
Flight database – Coordinating student flights is of utmost importance, so we maintain an online flight database through the Participant Portal (http://www.Seamester.com/portal). If you book through Leah Hernandez, she will automatically send us your itinerary, and you do not need to enter it into the Portal’s flight database. Families booking independently (i.e. not with Leah) MUST enter the information themselves, and keep it up-to-date with any itinerary changes.
Students may need to fill out an entry and customs form while on the plane ride. Forms are usually straight forward, and flight attendants are always happy to help if needed. You may need an address for where we will be staying in country. We will e-mail this information to you as part of our final correspondence e-mail a week or two before departure day. This final email will also cover how and where to find the vessel and how to contact the vessel on their local mobile numbers.
On travel days, our office is staffed until 10:00pm EST. Voicemail will also be on in case of temporary absence. Please do not expect a call from Sea|mester on travel days. An exception to this is when something out of the ordinary has happened. We will then make every effort to communicate directly with parents via the contact numbers you have provided.
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Emergency / Non-Emergency Communications
Sea|mester staff will be in frequent contact with our office and will have access to mobile and satellite phones as needed, for program logistics and emergency use.
Our office will be open all year around. Generally, you may reach our office team between 9:00am and 5:00pm eastern. Should we be away from the phone, you should be connected to a voicemail system, that will allow you to leave an emergency message for the Sea|mester Director on call.
Conversely, it is vitally important that parents are accessible to our office at all times during the program. Should parents be away from home during the trip, please leave all contact telephone numbers with our office. Parents traveling away from home may want to consider having their passports with them, in the unlikely event of needing to travel to their student’s program. In the event of an emergency, we must always be able to contact parents or designated contact person, and be able to return the student home within 24 hours.
Important Phone Numbers & E-mail Addresses Sea|mester office (Florida) +1.941.924.2900 [email protected]
Office fax +1.941.924.6075
Leah Hernandez (Texas) of TRC Travel Center (for air +1.281.528.7727 travel) [email protected]
Student Cell Phone & Electronics Policy
The environment we strive to create relies heavily on each individual remaining focused on the program. Being tied to our modern world of technology and instant communications can hinder our success, both as a group and as individuals. We always seek to "live in the moment" and take full advantage of the extraordinary opportunities of exploring and learning abroad. With this intent, Sea|mester has the following restrictions on electronic devices during the program.
We strongly suggest students carry cell phones during travel days to and from the program, so parents and our staff can make contact in case of difficulties. Once students arrive on program, however, our staff will actively encourage students to un-plug and put their mobile devices away in favor of living in the moment. We have times designated for phone calls throughout the program (typically every 3 to 5 days), when students can either use their cell or a local landline.
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MP3 players or other music playing devices are allowed, but when students can use them is restricted to during free time. Students should understand that our staff can restrict or collect these devices, under any circumstance, if they feel it is in the best interest of the program.
A note on cell phones – Many major cellular carriers have fairly broad coverage overseas. This is likely to be the most dependable method of communication. For destinations outside the Caribbean, SIM cards can often be purchased locally for “unlocked” cell phones. For those anticipating using their home cell service while abroad, check with your carrier for rates and coverage before the program, as many plans require international roaming to be activated in advance of traveling outside of the country. Additionally, users of smart phones should be aware that their Roaming Data Usage Fees can be HUGE if they do not disable the internet roaming capabilities on the device before leaving their home country. Far too often, Sea|mester has taken distressed calls from parents who have received a mobile bill for several thousand dollars worth of Instagram uploads, video downloads or roaming calls/texts! Talk to your carrier about costs and fees and consider capping your billable limit.
Electrical Outlets
Depending on the difference between a student’s home country and the destination country’s electricity systems, students may need to bring a travel plug adaptor (changes the plug/outlet type) and/or electric converters (changes voltage/frequency) for electronics to work and charge ashore during stopovers. Please visit http://www.electricaloutlet.org for more detailed explanations and illustrations of electrical outlets and voltage abroad.
The outlets aboard Sea|mester vessels are standard US style and are 120v/60Hz
Mail & E-mail
As our programs are mobile, the delivery of letters and packages from home are very, very difficult to coordinate. However, students will have access to internet periodically and can check e-mail, social networks, etc.
LIVE THE TRIP VICARIOUSLY VIA OUR The Sea|mester Blog ONLINE STUDENT BLOGS…
During the course of the program, students and staff maintain an online blog that hosts written http://www.seamester.com/blog updates as well as photos. These posts are (Or look for the link on our home page)
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updated as often as possible given the program’s schedule and the availability of internet access. When internet is limited, there can be stretches of several days when no blogs are posted and, conversely, days when a number of entries are posted on one day. While we understand families are eager for news, we ask for patience, as our energy is focused on the students and the program at hand. Our students/staff strive to update the blogs every 3-5 days at a minimum.
Please do not call the office regarding blogs, as the office does not control the postings or content of the updates. Families should view these blogs in the spirit in which they are intended – as a fun way to share pictures and stories – rather than expecting the updates to be an essential means of communication.
Travel Money
During the trip, students will need cash for traveling. This cash is used for two purposes:
Reserve Cash – This cash is to be held in safekeeping by our staff during the program. Its intended use is for unanticipated costs that might arise such as doctor’s visits, travel to and from clinics and the costs associated with prescription medications that may be needed. Any leftover cash at the end of the program is returned to the student. We ask that these funds be in bills no larger then $50 and that all bills be placed in an envelope marked with the student’s name.
Spending Cash/Incidental Expenses – Sea|mester will pay all major program costs while traveling, but there will also be opportunities for students to spend money on personal items. The most common expenses include phone/internet time, souvenirs, and snacks. Incidental expenses include taxis, airport luggage fees, departure taxes and student laundry if they choose to do laundry ashore which typically costs $10-$20 per bag. Based on our past experience, some students will spend less and some will spend more than our recommendations below. Sea|mester cannot be responsible for monitoring student spending, nor can Sea|mester forward a students any additional funds on program.
Recommended (spending) Required (reserve) 20/40/50 Day Voyages 80/90 Day Voyages Emergency Funds Ocean Star & Argo $400 $750 $300
Credit cards and ATM cards are generally accepted by the vendors/stores we visit and you should bring one along at your choosing although this does not replace the required and recommended travel, reserve and spending money. However, do not send traveler’s checks. They are difficult to cash requiring the use of a passport, which we prefer to keep in a secure location.
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Student Agreement Contact
Please refer to the section on Student Conduct. Read carefully, then sign off on your agreements by completing the appropriate section in the Participant Portal.
I understand that violating any of the following agreements may be cause for disciplinary action up to and including dismissal from the program without refund.
Respect for others -- I agree to respect the safety of others completely. I will treat others as I wish to be treated and avoid any form of physical or verbal abuse. I will avoid inappropriate language at all times so that all aboard may have a healthy and enjoyable experience. Student initials ______
Respect for property -- I agree to respect all property both aboard and ashore. I will not damage, alter or remove any property that is not my own. Student initials ______Tobacco and alcohol -- Sea|mester realizes that the use of tobacco and alcohol at colleges and universities is fairly common. While some might argue that no usage of these substances is responsible, limited usage is certainly more responsible than excessive use. All students understand and support the fact that, for health and safety reasons, such usage aboard the vessel is strictly prohibited. Limited smoking or consumption of alcohol will be at the discretion of those "of age" students who choose to partake only when their feet are on terra firma, so long as it is fully understood that no crew member should become impaired in their ability to function in any way. Living aboard a floating vessel with steep companionway stairs, etc., presents hazards that are not such a problem ashore. Any student who is not able to remain fully functional at all times may be asked to depart from the program for his or her own safety’s sake. In addition I have read and understand the related sections in the Student Handbook. Student initials ______
Drugs and other illicit substances -- I agree to abide by the policy to maintain a drug free workplace for all students and staff. This includes, but is not limited to the possession, sale, exchange, consumption, or giving away of any stimulant, depressant, narcotic or hallucinogenic drug having a potential for physical or mental abuse, except on prescription from a physician or dentist. This policy is in accordance with the Federal Drug Abuse Act. I understand that violations of this policy may result in the following: the violator being referred to public authorities for possible prosecution; immediate expulsion from the program without refund; immediate expulsion from the USF enrollment roster without refund. To ensure the safety of all aboard, the captain of the vessel reserves the right to conduct random or all-inclusive drug testing. My signature below also indicates support of this policy. In addition I have read and understand the related sections in the Student Handbook. Student initials ______
Respect for requests made by staff and student skippers -- I agree to abide by the requests of those who are in charge of the program as well as the student-designated skipper of the day. I know that the spirit aboard is enhanced by everyone pulling their respective loads cooperatively. I agree to think we, not me. Student initials ______
I understand and agree to all terms of this agreement as well as those in the student handbook, website and brochure as a condition of my participation with Sea|mester programs. Student Signature ______Date ______
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Summary & Final Checklist
☐ Login to the Participant Portal at http://www.Seamester.com/portal. If you have not already done so, return a signed (“Inked”), original copy of your enrollment application to the Sea|mester office. Also complete the online forms, upload a student photo & passport copy, and enter your flight itinerary. If you are booking through Leah at TRC Travel Center, she will automatically send us your itinerary so you do not need to enter it into the Portal’s flight database.
☐ For U.S. passport holders, verify that your passport will be valid for the destination country’s required time frame. Six month after to end of the voyage should be good in all cases.
☐ For non-U.S. citizens, verify passport and visa requirements for your nationality by contacting the local embassy or consulate for your destination country. Apply for a visa if necessary.
☐ Review the CDC’s traveler’s health page for your location. Consult with your doctor or travel health professional to decide which vaccinations are right for you.
☐ Review your program’s packing list and pack according to it’s instructions.
☐ Verify that your health insurance covers you and your chosen activities (for example, scuba diving) while abroad. If not, you should purchase travel insurance.
☐ If you plan to use your cell phone while abroad (and it is not an unlocked global GSM phone where you can buy a local SIM card), contact your phone service provider for details and instructions on their international roaming charges.
☐ Alert family and friends that they can follow your adventure on our blogs at http://www.seamester.com/blog
☐ Place the required “Travel and Reserve Cash” in an envelope to be given to staff upon arrival. Decide on how much “Spending Cash” to send, and pack that as well.
☐ Get some rest, eat a good meal, and drink plenty of water before and during your flights!
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