While our hope is that you arrive at your study away destination without any challenges, we know at times these can occur for a variety of reasons. Please note that NYU is unable to act as an intermediary between the traveler and airline, but it may be helpful to keep in mind the below tips should you encounter any flight cancellations or delays:
Contact Your Airline First
Number one tip: Whether it’s an airport delay or flight cancellation, contact your airline – immediately. It is most beneficial to act quickly so that you are able to grab a seat on the next available flight if necessary. Many passengers will be trying to rebook and options may become more limited the longer you wait.
If Your Flight is Canceled:
- Multi-task communications: If your flight is canceled or delayed, immediately get in line for a gate agent; at the same time, call the airline (it may be quicker).
- If you have a frequent flyer status with the airline that gives you access to a priority phone number, using this may expedite the service you receive.
Note: There are no federal requirements that require airlines to provide you with any hotel or meal vouchers due to events outside their control such as weather, but airline policies on this vary. When in doubt, ask. Some will provide you with certain amenities.
If Your Flight is Delayed:
- Stay in touch with the airline: Follow the tips above; stay connected to your carrier
- Don’t be late to the gate: Even if you’ve been told your flight is delayed, stay in the gate area. Delays can evaporate and windows of opportunity for take-off can be short; if you’re not present for boarding, you may be out of luck
Note: Always be at the gate at least 20 minutes before departure, minimum.
Ultimately, if you are in an area where you still have access to email or phone service, please contact the appropriate staff member(s) at NYU Madrid listed on your arrival cheat sheet to forward your updated itinerary. This is another reason why it is important to have a copy in your carry on.
Should your updated itinerary arrive outside of the provided transportation window, you will be responsible for getting to housing (but don’t worry – the arrival cheat sheet will have all the relevant details necessary to do so!).
The staff recognize these occurrences are beyond your control so will work with you to catch up if any material is missed.
On behalf of the entire NYU Global Programs team, we wish you safe travels!
The Student Senators Council at NYU has selected a group of your peers studying away in the fall of 2016 as student representatives who will work to improve student life across NYU’s Global Network University. Known as your Site Ambassadors, they will act as a general liaison between students at NYU Madrid and global programs initiatives in Abu Dhabi, New York, or Shanghai.
Without further ado, we would like to introduce Ashley Feig.
“Hi there! My name is Ashley Feig and I’m from Tucson, Arizona. I am a GLS Junior abroad at NYU Madrid. This will be my second semester as a Site Ambassador, and I’m looking forward to welcoming new students and helping them feel at home in Spain. I’m also excited to continue to help make necessary changes to campus, and plan fun relevant events for students by working with NYU Madrid and the global site ambassador team.”
Don’t leave for Madrid without your Arrival Cheat Sheet! It contains helpful information about navigating the airport, getting to your housing assignment, and NYU Madrid contact information. Please provide a copy of this document to your family.
Here are some other things to keep in mind:
- Know the time difference between your hometown and Madrid, and discuss a communication plan with your friends and family
- Know what to expect for meal costs in Madrid!
- Check the exchange rate for euros regularly
- Purchase any necessary voltage convertors and/or adaptors.
And remember these tips from our First Time Traveler Post. (They’re actually quite good for everyone!)
By now you should have received your passport with your visa from the consulate. OGS requires that you upload a copy using the Visa Upload. It is imperative that you let us know if you are struggling, are in need of assistance or are delayed in applying for your visa. If this is the case, please contact OGS immediately at email@example.com or 212-998-4242.
In the coming days, you will receive an email from site staff at NYU Madrid with instructions to complete an Online Global Health & Wellness Orientation.
This mandatory online exercise provides useful information about health and safety resources in Madrid. It encourages you to practice self-care, to support your fellow students and the NYU Madrid community, and to remain curious about all the things that are different and exciting in Spain.
It should take you about 45-60 minutes and must be completed by Friday, January 20th. Please access the orientation by clicking the link in the email you will receive.
If you have questions about the content please email Rodrigo Urbina <firstname.lastname@example.org>.
Keeping you safe — and ensuring your ability to make academic progress — are top priorities for NYU. As you prepare to spend the semester away from your home campus, we wanted to share with you some tips and best practices that will help to do so.
The University continuously monitors events in cities and countries around the globe, and adjusts security precautions, as necessary, based on the local environment. Should an urgent situation arise, the University maintains an emergency notification system, which delivers alerts via text message and email.
- Register your travel with your respective embassy or consulate – both while you are at your study away location, and anywhere else your travel plans may take you.
- Make sure to have a mobile phone with you whenever you’re away from the site – and be sure to keep it charged!
- If you are planning on traveling away from your site – even if only for a night — please be sure to register your trip in NYU Traveler, and let a member of your local site staff know.
- Please be sure that your site staff has a local contact phone number for you.
- Do your homework before you travel away from your site. Check for potential travel warnings for cities and countries to which you are thinking about traveling (the US State Department website is a good place to start.
- Always be fully aware of your surroundings. Avoid at-risk areas (in many cities, this could include locations that are very popular with tourists). And if during your travels you ever find yourself in a situation in which you feel uncomfortable, trust your instincts and leave.
- Whenever possible, travel in groups. Whether you’re going out for an evening, or are planning to explore the region (or beyond), go with friends!
- If you don’t know the person entering a building right after you, make sure they have their own ID — don’t allow “piggy-backing” at entrances to NYU academic centers and residence halls.
- If you ever have a question or concern about your safety – either at your site, or while you are traveling – either check with your local site staff, or call the NYU Public Safety Command Center (open 24/7) at +1.212.998.2222.
Should you ever feel anxious or upset during your time away, or you simply want to have someone to speak to, please call the Wellness Exchange (24/7). You can always reach them at +1.212.443.9999, but many sites also have local numbers, which can be found here.
For more safety tips, visit: http://www.nyu.edu/madrid/student-life/safety.html
At NYU Madrid we have a website called the NYU Madrid HUB where you can find important Academic and Student Life related information, as well as helpful information about restaurants, places and activities to spend your free time, volunteer opportunities, etc.
Please see an explanation of the website below:
You must be logged into your NYU account to view the bulletin displayed on the page. Alternatively, you can download the PDF version here.
The time is almost here to leave for Spain, but before you depart for the airport make sure you have all of your immigration needs taken care of! It is important to keep any immigration related paperwork on your person/in your carry-on luggage and ready for your arrival in Spain.
Two important reminders for best practices when traveling abroad:
1. In order to board your international flight you will need your passport. You should have copies of your passport elsewhere. OGS recommends keeping a color copy of your passport and visa separately in your carry-on luggage. You should also have access to a digital encrypted copy of your passport and visa online that can be obtained from any computer. Additionally, you may want to leave a copy of your passport and visa with a parent or guardian, or whomever you trust and would call in an emergency. If your passport/visa is lost or stolen having a copy of such may help expedite getting a replacement.
2. After you arrive at your study away site, you should register with your local Embassy or Consulate. U.S. citizens can register with the U.S. Department of State’s Smart Traveler Enrollment Program which will automatically alert the local U.S. Embassy or Consulate to your presence in country. Non-U.S. citizens should register with the relevant home country Embassy or Consulate abroad
As you prepare to get on a plane, it is now time to review the below final checklist full of practical items and packing tips to ensure your travel goes smoothly. You can find more packing information here!
Also, take note of what NOT to pack by visiting this website.
- Notify your bank and credit cards that you will be abroad. Make sure they won’t block your accounts when they see international charges, and ask for phone numbers to call from abroad in the event you have any issues. The 1-800 numbers on the back won’t always work from overseas.
- Have all medications you may need for the full term & bring a copy of prescriptions (medication, eyeglasses, etc.) and carry it with you in your carry on. Your carry on should also have all important paperwork, phone numbers, and a change of clothes in case your luggage arrives late.
- Make photocopies of your passport/visa, ID, and cards (bank, credit card). Leave one copy of this packet with your parents and bring a set with you in your carry-on. That way, if these items are lost or stolen, they’re much easier to replace.
- Bring your flight confirmation printout to the airport.
- Check the luggage restrictions for your airline before you pack.
- Have some cash on hand to get you through the first few days (you can exchange at the airport if needed, but service fees can be hefty. Banks can generally issue euros ahead of time, if they have notice. Or simply withdraw cash from the ATM directly once you land – this can sometimes be easiest).
- Have a copy of your arrival cheat sheet (coming next week!) – and leave one with your family!
- Set up a plan of communicating with your family members while abroad—we recommend calling or e-mailing them only once or twice a week while abroad. Your parents will ALWAYS want to talk to you more often than that, but remember that part of studying in another country is putting some distance between you and your old life. You’ll be better for it!
- Buy a journal. Study Away is a profoundly personal experience and Facebook updates alone won’t capture the spirit of what you are doing. Keep a journal that is meant to be just for you.
- Do not plan to use your blow dryers and flat irons that you use currently. Even with a plug adaptor and converter, the higher voltage can destroy (as in burn to a crisp!) your appliances and could potentially knock out power in entire buildings, which isn’t a great way to make friends abroad. If you’re not willing to forgo the blow dryers and flat irons for a few months, then it’s best to purchase local versions that operate on 220 volts once you get abroad.
- Bring a small weekend-size bag/backpack/collapsible duffle bag for trips you’ll take during your time abroad.
- Don’t forget that you cannot bring more than 3 oz. of any liquid in your carry on for your flight overseas. Airport security can be very stringent. Make sure you follow all the rules when it comes to flying!
- If you follow a special diet (vegetarian, kosher, etc.) don’t forget to inform your airline ahead of time. It’s horribly unpleasant to be hungry and thirsty while you’re on a plane and they control when you get meals, so bring some snacks (stay away from fruit, as some countries don’t want you to bring perishable food into their airports). And make sure you have your own water on the flight (though, remember, you can’t take any through security).
- Last but definitely not least, try to pack LIGHT. Layers, layers, layers! You will inevitably come home with more than you started with.
To help you prepare for your semester at NYU Madrid, please take a few moments to review the Fire Safety Guide linked here. The guide will remind you of important lessons for remaining safe should there be a fire and also introduce specific policies of your new home.