Admitted Participants: Required Tasks

This page is for students who have officially been admitted to participate in a David Rockefeller Center for Latin American Studies (DRCLAS) Summer Program.

On this page, you will find the following sections:

  • DRCLAS & University Pre-departure Requirements to complete
    • Please follow the guidelines for the country in which your program will take place
  • Additional Information for Students & Families
    • Student Responsibilities
    • Payments and Funding Details
    • International Health and Safety Information (and Zika Virus Information)
    • Visa and Passport Services
    • General Information for Families

Once admitted into the DRCLAS programs, you should complete these steps as soon as possible. For more information about these forms, please visit Harvard Global Support Services

NOTE: The DRCLAS Student Dropbox is located underneath the mailboxes, across from room S-206 in CGIS South (2nd floor). Risk & Release Waivers & Conditions of Participation Forms are required to be submitted, hard copy, to this dropbox.

Argentina Program Pre-departure Tasks

Undergraduate and Graduate Student Pre-departure Requirements for travel to ARGENTINA

The below tasks are required in order to travel with DRCLAS & Harvard. Please read VERY carefully. Some requirements pertain to all students; other requirements are location based. Use THIS CHECKLIST to help you track your progress. 

As a student participating in a DRCLAS program, it's your responsibility to understand and complete all pre-departure requirements in a timely manner. Failure to complete the following tasks by their designated deadline will result in your removal from the DRCLAS Summer Programs, and/or a rescind of your grant.

Please note: In order to receive any DRCLAS funding/grant, all tasks from the DRCLAS and GSS/University requirements MUST be completed.

DRCLAS REQUIREMENTS:

  1. COMPLETE THE DRCLAS ACCEPTANCE FORM
    All students must confirm participation
    here by April 1, 2020.
     
  2. READ & SIGN THE DRCLAS CONDITIONS OF PARTICIPATION FORM
    Find the form
    here. Read it beforehand and be ready to sign and discuss at the predeparture meeting.
     
  3. COMPLETE YOUR COUNTRY’S LODGING FORM
    Find the form for Argentina
    ​​​here. Due no later than April 15.
     
  4. ATTEND YOUR PREDEPARTURE MEETING
    Each country will run a mandatory Pre-departure Meeting during reading period. Participants in the Argentina program are required to attend on Tuesday, May 7 at 4pm in S216, CGIS South.

GLOBAL SUPPORT SERVICES (GSS) & UNIVERSITY REQUIREMENTS:
Find these steps on the GSS website HERE as well. Complete all tasks by April 15.

  1. READ THE STUDENT TRAVEL POLICY
    Harvard College International Travel Policy
    Graduate and Professional Student International Travel Policy

     
  2. IDENTIFY YOUR DESTINATION'S RISK RATING
    The risk rating for your destination influences your pre-departure requirements and planning. Student traveling to Argentina are under an “unrated” risk rating.

     
  3. REGISTER YOUR TRIP
    Register your itinerary and contact information with International SOS. Do this even if you haven't purchased your flight but know your tentative dates and location. Then update your itinerary once your flights/housing details are confirmed.

     
  4. SUBMIT A TRAVEL WAIVER
    Read and sign a travel waiver and release form. Then submit the signed form to DRCLAS in the student dropbox (located under the mailboxes, across from S206 in CGIS South).

     
  5. OBTAIN HEALTH CLEARANCE
    Harvard College students: complete the health clearance process 30-90 days before departure, or by the deadline set by your program. Note that this process takes time- anticipate delays and plan in advance. READ the instructions thoroughly- you may not need an actual appointment to complete the forms.

     
  6. WATCH AN ONLINE ORIENTATION
    Harvard College, Harvard Law School, and Harvard T.H. Chan School of Public Health students: complete the Harvard GSS online pre-departure orientation*. Save your completion notice for records.
    *Not necessary for students who have completed the orientation after April 1, 2017.

     
  7. OPTIONAL: ATTEND AN IN-PERSON GSS ORIENTATION
    All students are strongly encouraged to attend an in-person orientation regardless of destination, to learn about resources available to students traveling abroad. This is not required for Argentina participants, but encouraged.

     
  8. OPTIONAL: SCHEDULE A CONSULTATION WITH GSS
    Even though not required for Argentina participants, all students are welcome to submit a travel safety questionnaire and schedule an individual consultation with GSS before Harvard-sponsored travel.

 

Brazil Program Pre-departure Tasks

Undergraduate and Graduate Student Pre-departure Requirements for travel to BRAZIL

The below tasks are required in order to travel with DRCLAS. Please read VERY carefully. Some requirements pertain to all students; other requirements are location based. Use THIS CHECKLIST to help you track your progress.

As a student participating in a DRCLAS program, it's your responsibility to understand and complete all pre-departure requirements in a timely manner. Failure to complete the following tasks by their designated deadline will result in your removal from the DRCLAS Summer Programs, and/or a rescind of your grant.

Please note: In order to receive any DRCLAS funding/grant, all tasks from the DRCLAS and GSS/University requirements MUST be completed.

DRCLAS REQUIREMENTS:

  1. COMPLETE THE DRCLAS ACCEPTANCE FORM
    All students must confirm participation
    here by April 1, 2020.
     
  2. READ & SIGN THE DRCLAS CONDITIONS OF PARTICIPATION FORM
    Find the form here.
    Read it beforehand and be ready to sign and discuss at the predeparture meeting.
     
  3. COMPLETE YOUR COUNTRY’S LODGING FORM
    Find the form for Brazil
    hereDue no later than April 15.
     
  4. ATTEND YOUR PREDEPARTURE MEETING
    Each country will run a mandatory Pre-departure Meeting during reading period. Participants in the Brazil program are required to attend on Monday, May 4 at 3:30pm in S216, CGIS South.

GSS/ UNIVERSITY REQUIREMENTS:
Find these steps on the GSS website HERE as well. 
Complete all tasks by April 15.

  1. READ THE STUDENT TRAVEL POLICY
    Harvard College International Travel Policy
    Graduate and Professional Student International Travel Policy

     
  2. IDENTIFY YOUR DESTINATION'S RISK RATING
    The risk rating for your destination influences your pre-departure requirements and planning. Students traveling to Brazil are under a “watch” risk rating.

     
  3. REGISTER YOUR TRIP
    Register your itinerary and contact information with International SOS. Do this even if you haven't purchased your flight but know your tentative dates and location. Then update your itinerary once your flights/housing details are confirmed.

     
  4. SUBMIT A TRAVEL WAIVER
    Read and sign a travel waiver and release form. Then submit the signed form to DRCLAS in the student dropbox (located under the mailboxes, across from S206 in CGIS South).

     
  5. OBTAIN HEALTH CLEARANCE
    Harvard College students: complete the health clearance process 30-90 days before departure, or by the deadline set by your program. Note that this process takes time- anticipate delays and plan in advance. READ the instructions thoroughly- you may not need an actual appointment to complete the forms.

     
  6. WATCH AN ONLINE ORIENTATION
    Harvard College, Harvard Law School, and Harvard T.H. Chan School of Public Health students: complete the Harvard GSS online pre-departure orientation*. Save your completion notice for records.
    *Not necessary for students who have completed the orientation after April 1, 2017.

     
  7. OPTIONAL: ATTEND AN IN-PERSON GSS ORIENTATION
    All students are strongly encouraged to attend an in-person orientation regardless of destination, to learn about resources available to students traveling abroad. This is not required for Brazil participants, but encouraged.

     
  8. OPTIONAL: SCHEDULE A CONSULTATION WITH GSS
    Even though not required for Brazil participants, all students are welcome to submit a travel safety questionnaire and schedule an individual consultation with GSS before Harvard-sponsored travel.

 

Chile Program Pre-departure Tasks

Undergraduate and Graduate Student Pre-departure Requirements for travel to CHILE

The below tasks are required in order to travel with DRCLAS. Please read VERY carefully. Some requirements pertain to all students; other requirements are location based. Use THIS CHECKLIST to monitor your progress.

As a student participating in a DRCLAS program, it's your responsibility to understand and complete all pre-departure requirements in a timely manner. Failure to complete the following tasks by their designated deadline will result in your removal from the DRCLAS Summer Programs, and/or a rescind of your grant.

Please note: In order to receive any DRCLAS funding/grant, all tasks from the DRCLAS and GSS/University requirements MUST be completed.

DRCLAS REQUIREMENTS:

  1. COMPLETE THE DRCLAS ACCEPTANCE FORM
    All students must confirm participation
    here by April 1, 2020.
     
  2. .READ & SIGN THE DRCLAS CONDITIONS OF PARTICIPATION FORM
    Find the form here. Read it beforehand and be ready to sign and discuss at the predeparture meeting.

     
  3.  COMPLETE YOUR COUNTRY’S LODGING FORM
    Find the form for Chile
    here. Due no later than April 15.
     
  4. ATTEND YOUR PREDEPARTURE MEETING
    Each country will run a mandatory Pre-departure Meeting during reading period. Participants in the Chile program are required to attend on Thursday, April 30 at 3pm in S216, CGIS South.

GSS/ UNIVERSITY REQUIREMENTS:
Find these steps on the GSS website HERE as well. 
Complete all tasks by April 15.

  1. READ THE STUDENT TRAVEL POLICY
    Harvard College International Travel Policy
    Graduate and Professional Student International Travel Policy

     
  2. IDENTIFY YOUR DESTINATION'S RISK RATING
    The risk rating for your destination influences your pre-departure requirements and planning. Student traveling to Chile are under a "watch” risk rating.

     
  3. REGISTER YOUR TRIP
    Register your itinerary and contact information with International SOS. Do this even if you haven't purchased your flight but know your tentative dates and location. Then update your itinerary once your flights/housing details are confirmed.

     
  4. SUBMIT A TRAVEL WAIVER
    Read and sign a travel waiver and release form. Then submit the signed form to DRCLAS in the student dropbox (located under the mailboxes, across from S206 in CGIS South).

     
  5. OBTAIN HEALTH CLEARANCE
    Harvard College students: complete the health clearance process 30-90 days before departure, or by the deadline set by your program. Note that this process takes time- anticipate delays and plan in advance. READ the instructions thoroughly- you may not need an actual appointment to complete the forms.

     
  6. WATCH AN ONLINE ORIENTATION
    Harvard College, Harvard Law School, and Harvard T.H. Chan School of Public Health students: complete the Harvard GSS online pre-departure orientation*. Save your completion notice for records.
    *Not necessary for students who have completed the orientation after April 1, 2017.

     
  7. OPTIONAL: ATTEND AN IN-PERSON ORIENTATION
    All students are strongly encouraged to attend an in-person orientation regardless of destination, to learn about resources available to students traveling abroad. This is not required for Chile participants, but encouraged.

     
  8. OPTIONAL: SCHEDULE A CONSULTATION WITH US
    Even though not required for Chile participants, all students are welcome to submit a travel safety questionnaire and schedule an individual consultation with GSS before Harvard-sponsored travel.

 

Mexico Program Pre-departure Tasks

Undergraduate and Graduate Student Pre-departure Requirements for travel to MEXICO

The below tasks are required in order to travel with DRCLAS. Please read VERY carefully. Some requirements pertain to all students; other requirements are location based. Use THIS CHECKLIST to monitor your tasks and progress.

As a student participating in a DRCLAS program, it's your responsibility to understand and complete all pre-departure requirements in a timely manner. Failure to complete the following tasks by their designated deadline will result in your removal from the DRCLAS Summer Programs, and/or a rescind of your grant.

Please note: In order to receive any DRCLAS funding/grant, all tasks from the DRCLAS and GSS/University requirements MUST be completed.

DRCLAS REQUIREMENTS:

  1. COMPLETE THE DRCLAS ACCEPTANCE FORM
    All students must confirm participation
    here by April 1, 2020.
     
  2. READ & SIGN THE DRCLAS CONDITIONS OF PARTICIPATION FORM
    Find the form here.
    Read it beforehand and be ready to sign and discuss at the predeparture meeting.
     
  3. COMPLETE YOUR COUNTRY’S LODGING FORM
    Find the form for Mexico ​​​
    here. Due no later than April 15.
     
  4. ATTEND YOUR PREDEPARTURE MEETING
    Each country will run a mandatory Pre-departure Meeting during reading period. Participants in the Argentina program are required to attend on Friday, May 1 from 12-2pm in S216, CGIS South. Lunch provided.

GSS/ UNIVERSITY REQUIREMENTS:
Find these steps on the GSS website HERE as well. 
Complete all tasks by April 15.

  1. READ THE STUDENT TRAVEL POLICY
    Harvard College International Travel Policy
    Graduate and Professional Student International Travel Policy

     
  2. IDENTIFY YOUR DESTINATION'S RISK RATING
    The risk rating for your destination influences your pre-departure requirements and planning. Student traveling to Mexico are under an “elevated-risk” rating, which requires special forms and additional orientation steps. Please review carefully.

     
  3. REGISTER YOUR TRIP
    Register your itinerary and contact information with International SOS. Do this even if you haven't purchased your flight but know your tentative dates and location. Then update your itinerary once your flights/housing details are confirmed.

     
  4. SUBMIT A TRAVEL WAIVER
    Read and sign an elevated risk travel waiver and release form. Mexico participants must complete the Elevated Risk Form specifically, which requires a guardian signature (regardless of your age). Then submit the signed form to DRCLAS in the student dropbox (located under the mailboxes, across from S206 in CGIS South).

     
  5. OBTAIN HEALTH CLEARANCE
    Harvard College students: complete the health clearance process 30-90 days before departure, or by the deadline set by your program. Note that this process takes time- anticipate delays and plan in advance! READ the instructions thoroughly- you may not need an actual appointment to complete the form

     
  6. WATCH AN ONLINE ORIENTATION
    Harvard College, Harvard Law School, and Harvard T.H. Chan School of Public Health students: complete the Harvard GSS online pre-departure orientation*. Save your completion notice for records.
    *Not necessary for students who have completed the orientation after April 1, 2017.

     
  7. ATTEND AN IN-PERSON GSS ORIENTATION
    College students traveling to Mexico: sign up for and attend an in-person group orientation. Graduate students going to Mexico may opt-in to the orientation (highly recommended).

     
  8. SUBMIT A TRAVEL SAFETY QUESTIONNAIRE
    College students traveling to Mexico: submit a travel safety questionnaire at least 30 days before departure. The questionnaire addresses the security measures for your trip.

     
  9. SCHEDULE A CONSULTATION WITH GSS
    College students traveling to Mexico: after reviewing your travel safety questionnaire, GSS will notify you if you're required to complete an individual consultation or not.
    ALL students are welcome to submit a travel safety questionnaire and schedule an individual consultation with us before Harvard-sponsored travel.

Additional Information for Students & Families

Student Responsibilities

All students are responsible for knowing and adhering to program rules and policies. You should also be familiar with general study abroad policies.
 

Payments and Funding

Students will be term-billed twice for all program expenses. This is in the form of a "debit" to your term bill. The first is a nonrefundable $100 deposit to secure a place in the program, which will be debited mid April. The second (if relevant) will be the remaining program balance, which will be debited in May.
If you have received a partial fee waiver from DRCLAS, you will be billed for the program fee minus whatever is owed. 
If you have received a grant from the Office of Career Services or another source, please inquire how you will receive that funding (direct deposit, term credit, check, etc.). It is the responsibility of the student to complete all tasks for the program and funding, as well as secure all payments.

Cancellation Policy

  • April 17, 2020 is the last day for students to cancel participation in a program without incurring any fees beyond the confirmation deposit.
  • Between the previous date and 31 days (prior to one month) of the program start-date, DRCLAS will refund 90% of the program fee billed.
  • Between one month to eight days (prior to one week) of the program start-date, DRCLAS will refund 70% of the total program fee billed.
  • Between one week and one day before the program starts, DRCLAS will refund 50% of the total program fee billed.
  • On or after the program start date, while the student is traveling to or is in-country, DRCLAS will not grant any refunds under any circumstances.
  • Please note that the $100 confirmation fee is not refundable under any circumstances.

Visa and Passport Services

It is recommended that students not travel with a passport that is within 6 months of expiration. Please contact the program manager with visa-related inquiries.

International Health and Safety

Traveling abroad requires careful planning, even for seasoned travelers. Each destination requires a different strategy and for responding to situations, from small inconveniences to serious emergencies. 


24/7 emergency numbers for students

International SOS: +1-617-998-0000 (for medical, security, and travel advice or assistance)

Harvard College Office of Sexual Assault Prevention and Response: +1-617-495-9100, osapr@fas.harvard.edu

 

Information for Families

Our security consultants at Harvard's Global Support Services continually monitor and make recommendations to DRCLAS Summer Programs regarding current security levels and situations around the world. In addition to Harvard-based and local program staff as resources, students have 24/7 access to International SOS, which provides medical, mental health, and security advice and referrals, and emergency evacuation services to Harvard travelers abroad. Your student has been provided with complete telephone and mobile app, email and web contact information for International SOS and other Harvard-based resources that he or she may wish to take advantage of while on the program.

While in country, our program staff are expert resources for their particular locales, as well as being integral members of the Harvard community during the academic year. Since his or her acceptance into the program, your student has been receiving a great deal of program information from DRCLAS staff, in the form of mailings, individual and group meetings, and regularly-updated websites.

Parents and guardians are encouraged to speak directly with your student about the study abroad program and to have him or her contact DRCLAS. While program staff may be able to answer your general questions about our programs, we are unfortunately prohibited from releasing specific information as it pertains to a student’s participation in one of our programs. DRCLAS policy and the Family Educational Rights and Privacy Act of 1974 (“FERPA”) provide students and former students certain protections and rights concerning the confidentiality of their educational records.

You can find more information about DRCLAS Student Programs here.