What to do if you Encounter Flight Cancellations or Delays

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!


Arrival Cheat Sheet

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!)

Understanding the Cost of Living in Madrid

There are several things that you can do to prepare your finances before you arrive in Spain. Figure out: what is the cost of living in Madrid? What can I do now to make sure I save money?

This site, Numbeo, can help you compare the cost of living in your home city and your study away location!

Submit Flight Details ASAP

If you haven’t submitted your flight details into the Study Away Confirmation Portal yet, please do so as soon as possible.  This will allow staff directly in Madrid to plan for common arrival times and keep an eye on flights to see if there are delays.  Although the deadline to submit your housing preferences has passed, you can still log in to submit your travel details.

We understand some of you have not yet booked your flight or your passport is currently with the consulate or OGS, therefore we ask that you submit your flight and passport details as soon as you are able.

In addition, please also submit these into NYU Traveler, which goes directly to NYU Public Safety.  It should only take you a few minutes and you can get started by taking the following steps:

If you have questions about filling out this form, please refer to this step-by-step guide or the tutorial video.  Should any technical problems present themselves while entering your information into NYU Traveler, you may contact traveler.support@nyu.edu for assistance.

NYU ID Cards

Getting your NYU student ID, known around campus as your NYUCard, is now easier than ever.

First-time card holders: visit photoid.nyu.edu to submit a photo online and, once approved by the NYUCard Center team, have your NYUCard created. Visiting students, please submit a photo ASAP so it can be processed and sent to your study away site ahead of your arrival. The final deadline to submit this is Tuesday, December 15.

Note:  If you receive an automated message after submission instructing you to pick your card up at the ID Center, please disregard.  Your ID will be sent directly to NYU Madrid.

Current and returning students:  Please remember to bring your NYU ID card with you to your study away site! Apply for and pick up a replacement card if you need one by visiting the NYUCard Center or respective campus location, depending on your school. For details, please click here.

Pre-Departure Orientation Recap

img_4399It was wonderful seeing all of you at the Pre-Departure Orientation on November 5th! There were  funny videos,  a quick history of Spain, and an excellent Q&A with the Global Peer Mentors.  This interactive session covered everything you need to know as you prepare to study away next semester.

I am providing an online version of the presentation here as a helpful reminder of the important details we covered. 

I have also shared a quiz with the students who could not attend to test their knowledge and make sure they know the essential information!

Some key points to remember from the orientation:

  • All students must arrive on January 22, ideally between 9am and 12pm. Late arrival is NOT permitted!
  • Please note that housing is ONLY available during the dates of the program, January 22 – May 12! If you arrive early or leave late, you are responsible for your own accommodations.
  • All class attendance and course related field trips are mandatory.  Do not book personal travel until you have arrived and confirmed your syllabi.
  • Bring all the prescription drugs you will need for your entire stay. Make sure you talk to your doctor about getting a prescription for any medication you take regularly for the full 4 months. Do NOT ship medication overseas.

If you have any questions or concerns after you have read through the presentation, feel free to email me.  To be put in touch with an NYU Madrid alum, email global-peer-mentors@nyu.edu.

Homestay Payment Options

If you are placed in a homestay during your semester at NYU Madrid, you will pay your monthly rent in euros either to your homestay family. No credit cards, personal checks, or American Express traveler’s checks will be accepted. This means you will not receive housing charges on your spring 2017 e-bill.  You will have two options for providing payment.

As in the past, you can pay in euros by withdrawing money from an ATM. To do this you will need to either have your bank increase the daily withdrawal limit or go to the ATM several times over several days. This is a very common practice for students studying in Spain, as is requesting a receipt to confirm payment.

The newer option is to have money wired directly to you via Western Union by your family or friends. If they prefer this  method, please encourage them to review the following instructions:

  1. Go to Western Union. Log in, or, if you’re a first-time user, register.
  2. From your profile page, select Send Money. Under “Sending Money To” choose “Spain” from the drop-menu.
  3. Enter the amount you wish to send. It will be automatically converted to Euros using Western Union’s exchange rate. On 11/17/16, the Western Union estimated exchange rate had 1 US dollar (USD) = 0.87 Euro (EUR).
  4. Choose how you prefer your student to receive the money. If you select cash at agent location, your student will be able to pick-up the funds at any post office in Madrid, as there are no official Western Union agent locations in the city. If you choose to send money directly to your student’s bank account, it will take 2-6 business days for them to access funds but the associated fees are lower.
  5. Next, choose your preferred payment option, i.e. debit/credit card, bank account, or WU Pay.  The fees associated with these methods vary. If you pay with a debit/credit card, the money will be available to the receiver within minutes. The fees associated with using WU Pay or a bank account are significantly lower, but it will take 3-4 business days before your student can access funds.
  6. Finally, submit your payment. Remember to get the exact spelling of your student’s name as it appears on their passport. If the names don’t match, they will not be able to pick up their money. You may also need their local phone number, address, city, and province.

Keep in mind that your host family can accompany you to the post office, where you will pick up your money by showing your passport and the MTCN (tracking number), which can be found on the sender’s receipt. This way you can hand over your rent directly to the host family and not worry about carrying around large amounts of cash. Upon payment, be certain to request a receipt.

If you have questions about transferring money with Western Union, feel free to call their toll-free line at 877-989-3268 or see their online FAQ.

Study Away Confirmation Portal – due Nov 18

Throughout the past few weeks you have received information and access to the Study Away Confirmation Portal.  This is a final reminder that your housing application, required forms, and housing reservation payment) are due November 18.  Please ensure to meet this deadline so local staff can begin making assignments and preparing for your arrival.  You will receive your housing name and address about 1-2 weeks ahead of arrival.

As discussed in the orientation, when filling out the housing application, please remember to have an open mind and flexible outlook.  Given the number of students attending, we want to honor requests where possible, but know that this is dependent on your peers’ requests as well as availability.  Please feel free to be in touch with Megan Jones, the NYU Madrid Housing Coordinator, if you have particular concerns. She can be reached by emailing mmj3@nyu.edu.

Lastly, please note that the portal also has a section for you to input your travel details.  These are due by December 1 (only the housing portion closes November 18 – you can log back in to submit travel details if you don’t have them yet).  This is critical so site staff are aware of when you intend to arrive and can keep an eye on any delays that may occur.  The earlier you can submit these the better so staff can get a sense of common arrival times.

Study Away Confirmation Portal Now Available

If you have confirmed your place in the program, you are now eligible to log in and submit your required forms through the Study Away Confirmation Portal!  You will login using your NYU netID and NYUHome password.

This portal will allow you to confirm personal information, sign off on necessary agreements, and submit your travel details so site staff can prepare for your arrival. You will also find the Study Away Housing application which will allow you to submit your housing preferences, search eligible roommates, view their lifestyle profiles, message one another, and request roommates. Please read the information thoroughly and submit your answers carefully so that we can best meet your needs.

You will need to have access to your passport, emergency contact information, and a 2×2 photo to complete these forms.

You can request a deferral of the $1,000 housing deposit by writing to the NYU Residential Life and Housing Services at housing@nyu.edu. Approval of your request is not guaranteed.

Students who haven’t yet confirmed their participation by submitting the reservation fee will not have access to this portal until their place is confirmed and their fee has been processed.

All sections of the portal will be due by November 18  (please note it is not first-come, first-serve).  Your Housing Reservation Payment is due at this time as well (please disregard NY listed deadlines, but this illustrates how to submit payment if you need assistance).

Complete the Study Away Module

All NYU Study Away participants are required to complete the Study Away Module.

It contains information about important requirements, resources and offices you need to be aware of as you prepare to study away. It covers logistical information that is consistent across NYU study away sites so that we are able to focus on NYU Madrid-specific information during the in-person pre-departure orientation.

The module consists of a webinar, a short questionnaire and travel release confirmation. It should only take you about 5-6 minutes to complete from start to finish. When you are ready to begin the module you can access it by clicking on the link below.

Study Away Module                                                                          

Please note that it is mandatory to complete the Study Away Module for all students. Remember that students currently in New York must also attend the in-person orientation.