Confirmed Students for Study Abroad

Schengen Territory Travel Regulations

U.S. citizens may only spend 89-days or fewer in the Schengen territory within a 180-day period without a visa. 

It is your responsibility to closely monitor the days that you spend in the Schengen territory – a useful tool to help with this is the European Commission’s Schengen calculator.  Please keep in mind that it is often challenging to secure an entry/immigration stamp when traveling within Europe, therefore you should retain proof of all plane tickets and hotel reservations as proof of the days that you are outside of the Schengen territory.  Any partial day that you spend in the Schengen territory, even on a layover in an airport, is counted as a full day towards part of your 89-day limit. 

You should also review the United States and Schengen Borders Agreement available from the U.S. Department of State.

Travel for non-U.S. citizens in the Schengen territory is dependent upon your country of citizenship.  Non-U.S. citizens need to research whether or not they require a visa to study in the Schengen territory and must email [email protected] to schedule an appointment to discuss your individual situation with an OIE advisor. 

Deadline: October 22 for spring programs; March 22 for summer/fall programs - Determine Whether You Need a Visa

In order to be prepared to submit your visa application and documentation, determine whether you will need a visa for your study abroad program. Not sure about the visa process? Watch this video here for some great information on entry visas!

Short-Term Programs

For many Short-Term programs, a visa is not required for U.S. citizens – however, it is your responsibility to find out if you need a visa based on your destination country and your country of citizenship. 

If your Short-Term program will take place in the Schengen territory, make sure to closely review and comply with the Schengen Territory Travel Regulations explained above.

Visas are often required for non-U.S. citizens.  Visa appointments may be difficult to secure, and visa processing may take several weeks.  You must request and secure a visa appointment at the appropriate Consulate at least 90 days prior to your departure date. 

Western Europe Programs

Although a visa is not required for U.S. citizens to participate in the Western Europe program, you must closely review and comply with the Schengen Territory Travel Regulations explained above.

Your rotation assignment email will include the dates of your specific rotation, and the number of additional days you may be in the Schengen territory. Please note that Italy and France are in the Schengen territory and Ireland is not in the Schengen territory.  It is your responsibility to closely monitor the days that you spend in the Schengen territory.

It is not possible for U.S. citizen students to secure a visa to participate in a Western Europe program, therefore you cannot plan to spend more than one week in the Schengen territory within the 90 days prior to or after the Western Europe program.

Most students who are not U.S. citizens will need to secure two visas to study abroad on the Western Europe program: (1) an Irish visa, and (2) either a French or Italian visa. Please contact [email protected] as soon as you confirm for the program and no later than March 15, 2022 to discuss your next steps. Travel for non-U.S. citizens in the Schengen territory and Ireland is dependent upon your country of citizenship.  All non-U.S. citizens will need to meet with OIE to discuss their individual situations.

St. John's Semester in Rome Programs

A student entry visa is required for all programs where students will study for the full semester in Rome.

The good news is, we're here to help! See the Apply for an Entry Visa page for more details on the visa application process and don't forget to book an appointment to speak to an OIE team member who'll help review your application!

Any independent travel that you may undertake in the Schengen territory either before or after the validity dates of your Italian visa, are governed by the Schengen Territory Travel Regulations explained above.

Exception: A student entry visa is not required if you are an EU citizen and have a passport from a European Union member country that is valid for at least 6 months after the program end date, which you will use for travel to and during your study abroad program.

St. John's Semester in Paris Programs

A student entry visa is required for all programs where students will study for the full semester in Paris.

The good news is, we're here to help! See the Apply for an Entry Visa page for more details on the visa application process and don't forget to book an appointment to speak to an OIE team member who'll help review your application!

Any independent travel that you may undertake in the Schengen territory either before or after the validity dates of your French visa, are governed by the Schengen Territory Travel Regulations explained above.

Exception: A visa is not required if you are an EU citizen and have a passport from a European Union member country that is valid for at least 6 months after the program end date, which you will use for travel to and during your study abroad program. Students who are citizens of a European Union member country (other than France) and participating in a Paris semester program, will need to apply for a resident permit at the local Préfecture upon arrival in Paris.

Important Note About International Travel Prior to Studying Abroad

When you submit a visa application you will be submitting your Passport to the Consulate/visa application center and will not have access to your Passport during the visa processing time, which can take up to 6 weeks and possibly longer due to Covid-19. Due to the processing time of the Consulates, students wishing to study abroad on a semester program should not plan any travel outside the U.S. until you know the date of your visa appointment and confirm processing time with the Consulate/visa application center. 

Exchange Programs

• A student entry visa is required for all exchange programs.
• Exception: A visa is not required if you are a citizen of the country/region in which you are studying and have a passport from that country that is valid for at least 6 months after the program end date, which you will use for travel to and during your study abroad program. 
• Start learning about your visa requirements by visiting the website of your destination country's Consulate. If you have any questions, you can meet with a member of our staff for assistance. 
• Once you are accepted by your host university, they will further guide you through the visa application process. 

Follow These Steps to Start

1. Visa appointments are hard to secure, and visa processing may take several weeks. You must request and secure a visa appointment at the appropriate consulate at least 90 days prior to your departure date (even if this is before you receive your acceptance from the host university!). 
2. You must start your visa application process the same week you are accepted by your host university.

Additional Considerations for Non-U.S. Citizens

In light of recent changes to U.S. immigration law, the Office of International Education recommends that any non-U.S. citizen students with related questions schedule an advising appointment with the  Office of International Student and Scholar Services and OIE. 

Non-U.S. citizens will also need Proof of Legal Residence in the United States to re-enter the U.S. at the end of the program: for permanent residents, a Green Card (valid until at least 6 months after the program end date); for international students, a U.S. visa (valid until at least 6 months after the program end date) and a Form I-20 signed by ISSSO prior to departure (valid through date of SJU graduation).  

Non-U.S. citizen students cannot secure a visa for their study abroad program without Proof of Legal Residence in the U.S. that is valid until at least 6 months after the program end date.  A foreign consulate will not issue you a visa to enter their country if you do not meet this requirements (even if you do not plan to travel directly back to the U.S. after your study abroad program). 

Semester Programs Deadline: April 15 for fall programs; November 15 for spring programs

All students in semester programs in Europe are responsible for registering for their own classes and for selecting a minimum of three in-person classes or nine credits abroad. Western Europe students must take at least one in-person class during each module.  Beyond that, you are welcome to add other in-person or online courses.  

How will I know when to register?

You will receive an email from our office with full instructions on registering for your semester courses abroad.  This email will include the Course Registration Numbers (CRNs) in order to facilitate your registration process.  Students should not look up their European courses online, but should instead only use the OIE "Registration Information Form" for their European CRNs.  OIE will start to distribute Registration Information Forms to confirmed students prior to the registration period.

When and how can I begin registering?

All of the courses abroad will open for registration the week prior to the registration period (which means they may look closed or filled on UIS until then, but they are simply “offline” until they open for registration).  You should take the OIE registration email to your advising dean in order to receive your Priority Registration Number and for follow-up advisement. You will be able to register for your courses abroad in conjunction with the registration schedule.

What if I am taking an online course?

Any students taking online courses are responsible for registering themselves. Students may follow the regular registration process and schedule based on their Priority Registration Number. If you are enrolled in any online courses, you should email the professor to notify him/her that you will be studying abroad and will have a time difference.

What other resources are available?

For general registration guidelines, please refer to the Academics section of your program page. If you have any questions about the registration process, or if you do not receive a registration email, just call our office at 718-990-6105 or email: [email protected].

Semester Course Descriptions:
View course descriptions for all of the courses offered abroad by visiting the program webpages. If you would like to add or drop courses, or if you have any questions about the courses you signed up for, please feel free to contact our office via email ([email protected]) or at 718-990-6105.

Language Advising:
All students who wish to take a language course abroad are required to receive approval from the Department of Languages and Literature prior to departure.

Book Lists:
Book lists for OIE programs are different from book lists for courses on the New York campuses, and will be posted to each student's online OIE portal.  Do not contact the book store in New York to verify your textbook requirements.  Please make sure you check the book list for your program before departing for your semester abroad and arrive with all of the required textbooks at the start of your program.  Textbooks may not be available for purchase in Europe, and due to customs regulations cannot be shipped to our campuses in Europe.

Short-Term Programs

All confirmed students participating in a Short-Term study abroad program will be registered for their course(s) by the Office of International Education.

Semester Programs

The academic calendar for semester programs abroad is different from the calendar for the New York campuses.  Please note: students may not arrive late or depart early from programs.  Do not make any travel plans for you or your family over weekends or breaks prior to your arrival abroad. You will be provided with a final Academic Calendar shortly after arrival to account for make-up classes, excursions and immigration related appointments. 

Short-Term Programs

Program dates and itineraries with be posted on the individual program webpages.

Outbound Exchange Students

Program dates will be confirmed by your Host University after acceptance. To start, review the academic calendar link posted on your individual Exchange program webpage.

Deadlines for each online form for each program are posted within your online study abroad student portal.

After completing the confirmation process, all students must complete the designated forms below in order to participate in a study abroad program.

Required Pre-Departure Forms are available through your online study abroad student portal.

1. Arrival Flight Itinerary Form (All Programs)
   Provide us with your flight information so that we know when to expect your arrival on your program arrival date. Be sure to cross-check your itinerary with your program’s required arrival and departure dates and times before booking!
    
2. Roommate Questionnaire (All Programs except the Exchange Program)
   This survey will help us place you with a suitable roommate or roommates. If there is someone that you already know you would like to room with, please indicate that on the form, as well. You will learn your roommate assignment upon arrival in your study abroad location. 
    
3. Phone Number Abroad Form (All Programs)
   All students are required to have a cell phone that will work in their host country and remain charged and on at all times in case of an emergency.  You must be able to make make or receive a phone call in case of emergency via a regular voice call. Being able to place a call through WhatsApp or other app that works on WiFi or data is not sufficient. Students are not required to have a data roaming plan. Study abroad students are required to submit the cell phone number you intend to use abroad prior to departure, just to ensure we have a way to reach you (and vice versa) in the event of urgent issues or emergencies. You can re-submit the form again later to update your number if you make a change while you're studying abroad.  In addition, having a cell phone that works internationally is a great way to communicate with all of your friends in the program and a necessity in emergency situations. Review the Student Guide for more information about using your U.S. cell phone abroad or making international cell phone arrangements.
    
4. Exchange Program Accommodation Form (Exchange Program Only)

When can I access the course?

Once you are approved to participate in an upcoming study abroad program. 

What does the course entail?

This online OIE Orientation course is comprised of 8 learning modules. It will take 1-2 hours to complete, but you don’t have to finish it in one go. With that said, you must complete each learning module with a perfect score (100%!), but don’t worry: you can take each quiz as many times as you need in order to master the material and get everything right. Please note, if you get a 100% score on a quiz then re-take it and receive a different score (example 80%), it will override your first score of 100%. 

How do I access the course?

The online OIE Orientation course is available in your online study abroad student portal under "Assessments." 

Visa Document Review (VDR) Appointment Booking for Fall 2023 Travel: VDRs begin on March 15

All students applying for a visa are recommended to participate in an Visa Document Review (VDR) Session for OIE to review your visa application materials. There are 3 types of VDR appointments listed below, and you can email [email protected] to sign up for the option that best works for you:

        1. Online: You have a set day/time that you'll meet via WebEx with an OIE advisor

        2. In-person: You have a set day/time that you will meet face-to-face with an OIE advisor in Marillac Hall 210

        3. E-review: You will upload your visa documents and receive emailed feedback (see note below)

Click here to schedule your VDR appointment. Email [email protected] if you have any questions.

Important VDR notes: for each type of VDR appointment, students need to upload their materials to the "Visa Document Review Submissions" questionnaire in their OIE student portal. For option #3: OIE needs a minimum of 2 business days to review uploaded visa materials.

Non-U.S. citizens will also need Proof of Legal Residence in the United States to re-enter the U.S. at the end of the program: for permanent residents, a Green Card (valid until at least 6 months after the program end date); for international students, a U.S. visa (valid until at least 6 months after the program end date) and a Form I-20 signed by ISSSO prior to departure (valid through date of SJU graduation). Non-U.S. citizen students cannot secure a visa for their study abroad program without Proof of Legal Residence in the U.S. that is valid until at least 6 months after the program end date.

Visit OIE's "Apply for an Entry Visa" page for additional (and important!) visa information.

St. John's Semester in Rome and St. John's Semester in Paris

• All Paris and Rome Semester program participants are strongly encouraged to attend an Visa Document Review (VDR) appointment. OIE will review your visa application and other pre-departure requirements during this time.
• Deadline for Italy VDRs is June 22nd for Fall travel and November 22nd for Spring travel (please email [email protected] if you need an extension)
• Deadline for France VDRs is June 22nd for Fall travel and December 1st for Spring travel (please email [email protected] if you need an extension)
• Visit OIE's "Apply for an Entry Visa page" for more details for the Visa Document Review (VDR) appointments

Western Europe Semester

• All Western Europe Semester program participants are invited to attend a Visa Document Review session to check that your pre-departure requirements are complete! These requirements include: that you have submitted all of your online forms, completed the OIE Orientation course, attended a Cultural Mentorship Workshop, booked your flight, and secured your visa (if needed).
• Most students who are not U.S. or EU citizens will need to secure two visas to study abroad on the Western Europe program: (1) an Irish visa, and (2) either a French or Italian visa. Please contact [email protected] as soon as you confirm for the program and no later than March 22nd for Fall travel and October 22nd for Spring travel to discuss your next steps. Travel for non-U.S. citizens in the Schengen territory and Ireland is dependent upon your country of citizenship. All non-U.S. citizens will need to meet with OIE to discuss their individual situations.

Short-Term Programs

• All Short-Term program participants are invited to attend a Visa Document Review session to check that your pre-departure requirements are complete! These requirements include: that you have submitted all of your online forms, completed the online OIE Orientation course, attended a Cultural Mentorship Workshop, booked your flight, and secured your visa (if needed).
• Please visit your designated program page and the Apply for an Entry Visa page to help determine whether you need a visa. Visas are almost always required for non-U.S. citizens. 

Exchange Programs

• All Exchange program participants will need to meet with OIE's Director, Greg Bruhn, or OIE's Assistant Director, Bianca Sylvain, to review your Host University application and check that your pre-departure requirements are complete! Email [email protected] if you have any questions.
• These requirements include: that you have submitted your Host University application, submitted all of your online forms, attended a Cultural Mentorship Workshop, booked your housing, booked your flight, secured your visa, and registered for classes at your Host University.

Note: If you have previously attended a Cultural Mentorship Session for a past study abroad program, you do not need to attend one again. Just email us at [email protected] so we can mark you off as completed for this requirement.

Cultural Mentorship dates during the Spring 2024 Semester:

*Attending a CMP workshop is a requirement for all study abroad students. There is no need to RSVP for the CMP you choose to attend, but do not be late! Students who are more than 10 minutes late will need to attend a different CMP. Students who have participated in a past CMP session need not attend.

A unique element of St. John’s study abroad, the Cultural Mentoring Program (CMP) does more than help students get the most out of their experience abroad. It also trains them to adapt to and understand new perspectives—a  major step in being prepared for a future where they might live and work with people from anywhere in the world, or one where they might work abroad themselves.

Though students may notice differences in the CMP for semester and faculty-directed programs, the program begins for all students during pre-departure activities in New York—or, for visiting students, during activities held online—and serves as a foundation for future sessions while abroad. The initial session will engage the underlying cultural assumptions we bring to bear on our experiences, preparing students to better understand the differences they may notice abroad. Students will also begin to set academic, personal, and career goals for their time away. In particular, the CMP will help students:

• Learn the basics of intercultural communication.
• Develop an ethnorelative mindset, with an emphasis on enhanced intercultural sensitivity. 
• Cultivate an informed consciousness of cultural diversity & different communication styles.
• Contemplate their own social and cultural identities through the concepts of race, gender and sexuality, religion, language privilege, etc., in anticipation of adapting to diverse cultural norms throughout their travels. 
• Minimize and manage culture shock
• Avoid unnecessary risk taking by learning to identify and handle challenging situations that may happen abroad.
• Foster a greater empathy for migrants within the Catholic and Vincentian tradition.

For St. John's semester programs in Europe, the first CMP session will take place during orientation. Then in weeks 3, 8 and 13 of the program, students will participate in group meetings, led by a local staff member, which will challenge them to reflect on and synthesize elements of intercultural learning—both at the theoretical level, and in terms of their real, lived experiences in their new home cities and during their independent exploration beyond. Different activities and methodologies will be used in each of these meetings in order to support learning at each stage of the semester.

Airlines

We strongly recommend that you do not purchase non-refundable tickets, and encourage you to purchase trip cancellation insurance in the event that you are unable to participate in your program due to last-minute changes in your situation. For example: family emergencies, a change in academic status, or inability to secure an entry visa in time for the program.

Departure and Arrival Times

When to arrive at the airport in U.S.:

When selecting the time your flight will depart, remember that you need to arrive at the airport in the U.S. (e.g., JFK) at least three hours prior to the flight time!

Semester Programs:

• Arrival Time - Students need to arrive on campus by 2:00pm on program start date. Plan at least two hours to go through immigration, collect your bags and travel to your program location.
   
• Return to U.S. Departure Time - Students need to depart campus by 8:00am on the date of departure. 

Short-Term Programs:

• Arrival and Departure Times will be posted on your individual program webpage.

Deadline: Varies by Program (and no sooner than the green light email)

All Programs – Must complete confirmation process first

and

Western Europe Semester Participants – You need to be assigned your rotation prior to booking your flight.

Purchasing an international plane ticket can be an expensive proposition, but planning ahead can help to lessen the hit on your wallet. Here's what we suggest:

Global Passport Program:

• November 1, 2022 - for Fall 2022 participants traveling in January
• March 1, 2023 - for Spring 2023 participants traveling in May

The Office of International Education will be arranging group flights for all of the Global Passport Program participants. Flight booking details will be emailed to you explaining how you can select your flight and make the payment arrangements online.

Flight details are also posted on the Global Passport Program page.

Short-Term Programs (except for Global Passport)

Don't book your flight until OIE informs you whether or not the program will run!

If your short-term program is confirmed to run, you will receive a "green light" email from OIE that will outline your next steps - including flight booking information. Do not book your flight until you receive this “green light” email. Note: this only applies to short-term programs.

If a flight is required to submit your visa application, then you must purchase your flight before the date of your visa appointment.

Western Europe Semester students cannot book flights until their rotations are assigned.

When thinking about independent travel before, after or during the Western Europe Semester program, there are important travel regulations we would like to bring to your attention. U.S. citizens may only spend 89 or fewer days in the Schengen territory within a 180-day period.  Your rotation assignment email will include the dates of your specific rotation, and the number of additional days you may be in the Schengen territory.  Please note that Italy and France are in the Schengen territory and Ireland is not in the Schengen territory.  It is your responsibility to closely monitor the days that you spend in the Schengen territory – a useful tool to help with this is the European Commission’s Schengen calculator.  Please keep in mind that it is often challenging to secure a visa stamp when traveling within Europe, therefore you should retain proof of all plane tickets and hotel reservations as proof of the days that you are outside of the Schengen territory.  Any partial day that you spend in the Schengen territory, even on a layover in an airport, is counted as a full day towards your 89- day limit. You should also review the United States and Schengen Borders Agreement available from the U.S. Department of State.

Travel for non-U.S. citizens in the Schengen territory and Ireland is dependent upon your country of citizenship.  Please contact s[email protected] as soon as you confirm for the program to discuss your next steps.

How to Book Your Flight with Student Universe

St. John’s University has partnered with Student Universe to provide students with flight options for study abroad programs. Interested in purchasing a flight with Student Universe or at least seeing what options are available? Follow the steps below:

1. Use this link here for the St. John's University flight page with Student Universe.

2. Use the search box on the page to book your ticket.*

* If you need assistance with booking a flight with Student Universe, follow the 4 steps here on the Student Universe page.

Passport Application Deadline: 4-6 months prior to travel

Note: Routine passport processing is 8-11 weeks and expedited processing is 5-7 weeks.

Passports:

**As of June 2022, students can apply for routine service and expect to receive a passport in 8-11 weeks. These processing times apply to applications submitted by mail and in-person at an acceptance facility in your community. Most acceptance facilities such as post offices, clerks of court, and libraries are open and accepting passport applications. We encourage you to apply by mail when possible because it is a safe, contactless option for certain services.  

Be sure to visit either the U.S. Department of State's Passport Operations in Response to COVID-19 or Passports & International Travel web pages for the most up-to-date passport application and renewal information.

• A passport is required for all St. John’s University Office of International Education programs taking place outside of the United States.
• Passports must be valid for at least 3 months after the program end date. Click here for information on renewing your passport.
• Routine processing for a U.S. passport application takes 8 to 11 weeks, so you will want to start this process now (if you haven’t already).
• **Important note for students who need a French visa: You need to have your passport in hand in order to book a French visa appointment with VFS Global.
• If you are within 4 weeks of the date of your visa appointment, or within 2 weeks of your departure date for a program that does not require a visa, you must apply in person at the U.S. Department of State Passport Agency in Manhattan.
• Visit the U.S. Department of State Travel page for more information on how to get a U.S. passport. 

What happens if I lose my U.S. passport while I am studying abroad?

If your U.S. passport is lost or stolen while you are studying abroad you will need to:

1. File a police report on the day that your passport is lost or stolen
2. Inform the local staff or program leader
3. Apply for an emergency passport at the closest U.S. Embassy or Consulate.  Instructions from the U.S. Department of State are available here.

If you lose your U.S. passport while studying abroad, you will no longer be able to travel outside the country where you are studying abroad, and depending on your current location or visa status you may need to return to the U.S.

According to the U.S. Department of State, many countries will not allow U.S. citizens to use a U.S. emergency passport to enter their country.  Here are a few examples of how this could affect your study abroad program:

• If you are participating in the Western Europe Semester program starting in Paris and lose your U.S. passport in Paris, you will need to secure an emergency passport from the U.S. Embassy in Paris and remain in France until the end of the first module. You will likely need to return home to the U.S. at the end of the first module. This is because immigration and airline authorities likely will not permit you to fly from Paris to Rome with an emergency passport.
• If you are participating in a Paris semester program and lose your U.S. passport in Paris, you will need to secure an emergency passport from the U.S. Embassy in Paris and remain in France until the end of the semester. You cannot travel outside of France, because immigration authorities in France can refuse to allow you to re-enter France with an emergency passport. 

These are general examples. Any student who loses a U.S. passport must inform the local staff or program leader right away to discuss their individual situation.

Once you have paid your program deposit and confirmed your spot, the OIE study abroad program fee will be applied to the term bill for the semester or term in which you are studying. Spring and fall program fees will be added to your regular spring or fall term bill, and are payable with your regular tuition. Winter and summer programs are billed separately.

Your program fee, along with regular tuition and fees, must be paid by the due date for each term:

• Mid-July for fall programs
• Mid-December for spring and winter intersession programs
• Mid-May for summer programs

Failure to make payment in full or enroll in a payment plan by the due date may disqualify you from eligibility to attend your study abroad program. Program fee refunds will be based on the schedule found here.