Winter Opportunities: Admitted Participants

This page is for students who have officially been admitted to participate in a DRCLAS Winter Program. On this page, you will find the following sections:

Pre-departure Requirements to complete

Please follow the guidelines for the country where your program will take place

Additional Information for Students & Families

  • Student Responsibilities

  • Payments & Funding Details

  • International Health and Safety Information (and Zika Virus Information)

  • Visa & 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

Form Submission

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.

Receiving a DRCLAS travel stipend?

See details within the respective drop-down tab. You cannot receive a grant before completing all required forms/steps.

Brazil

This information is for students who have officially been admitted to participate in the Mentoring and Language Acquisition in Brazil (MLAB) Program. In order to participate, all of the following steps and tasks must be completed: 

1. COMPLETE THE RISK AND GENERAL RELEASE FORM
Read, sign, and return no later than November 22.

2. COMPLETE THE HEALTH CLEARANCE PROCESS
Read, complete, and submit no later than November 22. 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.

3. COMPLETE MANDATORY ONLINE ORIENTATION
Orientation must be completed by November 22.

  • Please save and submit a copy of your "completion" certificate for future reference.
  • Students who watched the orientation after April 1, 2017 do not need to complete this requirement again.
  • If you do not see a completion prompt, you may be asked to retake your orientation again, using a different browser.

4. COMPLETE TRAINING FOR RESPONSIBLE ADULTS
Submit the training certificate no later than November 22.

5. BACKGROUND SCREENING PROCESS
Complete the Background Screening Process from the Office of Youth Protection no later November 22. You should receive an email from Hire Right with instructions on how to proceed with the screening process.  

6. REGISTER YOUR TRAVEL
Submit details of your travel via the Harvard 'My Trip' Travel Registry no later than November 22.

7. COMPLETE CONDITIONS OF PARTICIPATION FORM 
Form should be submitted no later than November 22.

8. Complete MLAB MENTOR AGREEMENT FORM 
Form should be submitted no later than November 22. 

9. VISA & PASSPORT
If you have not done so already, submit a copy of your visa and passport no later than November 22.

10. ATTEND YOUR PRE-DEPARTURE MEETINGS
Meetings will be held at DRCLAS (CGIS South) and any other program-specific meetings specified by the Program Manager.

11. YELLOW FEVER VACCINE
All participants must get a yellow fever vaccine prior to the January Immersion. 

Failure to complete the above may result in your removal from the program. 

Payments and Funding

MLAB has no program fee. Students are responsible for passport and visa fees as well as required vaccines, such as Yellow Fever. Expenses in São Paulo throughout the 2-week immersion are fully covered (i.e. transfers, housing, meals, cultural activities). The following financial aid will be provided to students on a need-based level for airfare costs to and from São Paulo for the January immersion:

  • No need: $0
  • Low to medium need: $600
  • High need: Up to $1,300
  • Very high need: Entire Airfare

Cancellation Policy

Students have until October 19 to cancel their participation in MLAB without incurring any fees. Otherwise, the following guidelines and dates will apply:

  • Students withdrawing themselves from the program between October 21, 2019 and December 21, 2019 will be charged a $250 cancellation fee. 
  • Students granted financial support for plane tickets withdrawing themselves from the program after December 21, 2019 will be billed 100% of airfare expenses.

Visa & Passport Services

In order to travel to Brazil in January, your passport cannot have an expiration earlier than July 2019. You will also likely be required to apply for a visitor visa. Click here to see what nationalities do not require visitor visas. US, Canadian, Japanese, and Australian nationals are eligible to apply for the Brazilian E-Visa. Other nationalities must apply for the Visitor Visa through the Consulate General of Brazil in Boston.

Ensuring that your passport is valid and acquiring a Brazilian travel visa is your responsibility. If your passport is not valid, or if you do not have one, you are responsible for applying for a new passport. We recommend that you begin the passport application or renewal process IMMEDIATELY. Doing so will allow for ample time to make flight arrangements, receive your passport, and apply for a Brazilian travel visa. 

Please contact the program manager with visa-related inquiries prior to the November deadline.

Chile

The below tasks are required in order to travel with DRCLAS & Harvard. Please read and follow instructions 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 is 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 Winter Programs, and/or rescinding of your grant.

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 by November 8.

  2. READ & SIGN THE DRCLAS CONDITIONS OF PARTICIPATION FORM
    Print, read, sign, & submit a hard copy to the DRCLAS Student Dropbox, no later than November 15.

  3. ATTEND YOUR PRE-DEPARTURE MEETING
    Each country will run a mandatory Pre-departure Meeting during reading period. Participants in the Chile program are required to attend on Thursday, Dec. 5 at 4pm in S216, CGIS South.

GLOBAL SUPPORT SERVICES (GSS) & UNIVERSITY REQUIREMENTS

Complete these steps by November 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. 

  3. REGISTER YOUR TRIP WITH INTERNATIONAL SOS
    This must be done even if you haven't purchased your flight but you do know your tentative dates and location. Update your itinerary once your flights/housing details are confirmed.

  4. SUBMIT A TRAVEL WAIVER
    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. 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:  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 Chile participants, but encouraged.

  8. OPTIONAL: SCHEDULE A CONSULTATION WITH GSS
    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

The below tasks are required in order to travel with DRCLAS & Harvard. Please read and follow instructions 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 is 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 Winter Programs, and/or rescinding of your grant.

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 by November 8.

  2. READ & SIGN THE DRCLAS CONDITIONS OF PARTICIPATION FORM
    Print, read, sign, & submit a hard copy to the DRCLAS Student Dropbox, no later than November 15.

  3. COMPLETE YOUR COUNTRY’S LODGING FORM

  4. ATTEND YOUR PRE-DEPARTURE MEETING
    Each country will run a mandatory Pre-departure Meeting during reading period. Participants in the Mexico program are required to attend on Friday, Dec. 6 from 12-2pm in TSAI AUD (S010), CGIS South. Lunch provided.

GLOBAL SUPPORT SERVICES (GSS) & UNIVERSITY REQUIREMENTS

Complete all tasks by November 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 WITH INTERNATIONAL SOS
    This must be done even if you haven't purchased your flight but you do know your tentative dates and location. Update your itinerary once your flights/housing details are confirmed.

  4. SUBMIT A TRAVEL WAIVER
    Mexico participants must complete the Elevated Risk Form specifically, which requires a guardian signature (regardless of your age). Graduate Students may submit the graduate version. 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. 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:  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 must 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 must 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
    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.

Puerto Rico

This information is for students who have officially been admitted to participate in the DRCLAS - UPR Puerto Rico Winter Institute.  All the steps and tasks that need to be completed in order to participate are detailed below. 

NoteStudents that are granted a travel stipend must complete & submit steps 1- 4 before receiving their funding. By accepting funding from DRCLAS, you agree to submit a summary report to DRCLAS in February, 2020, about your experience abroad.  

Required Tasks

1. COMPLETE THE DRCLAS ACCEPTANCE FORM
This form must be completed and returned by November 8.

2. COMPLETE THE RISK AND GENERAL RELEASE FORM
Read, sign, and return to the DRCLAS Student Dropbox (located under the mailboxes, across from S-206 in CGIS South)  no later than November 15.

3. REGISTER YOUR TRIP WITH INTERNATIONAL SOS
This must be done even if you haven't purchased your flight but you do know your tentative dates and location. Update your itinerary once your flights/housing details are confirmed.

4. COMPLETE CONDITIONS OF PARTICIPATION FORM 
Read, sign, and return to the DRCLAS Student Dropbox (located under the mailboxes, across from S-206 in CGIS South)  no later than November 15.

5. ATTEND YOUR PRE-DEPARTURE MEETINGS
The half-day pre-departure workshop will be held at a date/time TBD.

Failure to complete the above will result in your removal from the program. 

Additional Information for Families & Students

Student Responsibilities

All students are responsible for knowing and adhering to program rules and policies as well as being 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 November. The second (if relevant) will be the remaining program balance, which will be debited in December. 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

  • Nov. 17, 2019 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.

  • Students who received a fee waiver and cancel beyond the policy date will be charged $250.

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. DRCLAS and Global Support Services are closely monitoring the Zika Virus outbreak, and heeding to the instructions set by the Center for Disease Control. More information for travelers relating to Zika can be found here. Detailed advice and information will also be shared during pre-departure orientations for the areas on Latin America affected by the outbreak.


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.