Next Steps: After You Accept OCS Funding

Undergraduates going on Harvard-sponsored international travel MUST complete and submit all health and safety pre-departure requirements prior to receiving their funding award. The Office of International Education (OIE) manages this process and communicates with OCS regarding student compliance. OCS cannot release funds until all health and safety requirements have been completed. 

Important Date:

April 10, 2020 – Deadline to submit health and safety pre-departure requirements to receive funding

Important Travel Resources:

Estimated Processing Times:

Pre-departure requirements take 3-6 weeks to finish processing, depending on the country’s risk rating – you should start completing the requirements upon accepting funding. The health clearance process can be particularly time-consuming, so it is a good idea to begin the process first.

For Harvard Summer School Study (HSS) Abroad Programs

Harvard Summer School Study Abroad staff will monitor and track your pre-departure requirements. To see what you need to do, review their page for Admitted Students.

For Harvard College Undergraduates participating non-HSS travel

Complete the following Pre-Departure Requirements (in recommended order).  NOTE: Independent travel means that you are not traveling with Harvard or with a volunteer or research group outside of Harvard, such as WorldTeach or the Technical University of Munich.

  1. Health Clearance Packet (required for everyone)   

    1. Complete and submit the “Harvard College Health Clearance Packet” 30-90 days prior to your departure

    2. Where to submit: Mail or deliver to Harvard University Health Services (HUHS), Medical Records, 6th floor, 75 Mount Auburn Street, Cambridge, MA 02138

    3. See Health Clearance FAQs
       

  2. Travel Waiver & Release Form (required for everyone – see the category that applies to you)  

    1. Harvard-organized travel:

      1. Complete and submit risk waiver for “Internship or Other Program”

      2. Where to submit: Harvard office or program that is organizing or leading your travel abroad (ex: DRCLAS, CAS, academic department, etc.)

    2. Non-Elevated Risk Independent travel:

      1. Complete and submit risk waiver for “College Students.”

      2. You must include U.S. emergency contact (name, relation, email) AND on-site contact (name, relation, email) for this section to be considered complete

      3. Where to submit: Upload to OCS Summer Funding Application Portal

    3. Elevated Risk Independent Travel:

      1. Complete and submit elevated risk waiver for “College Students: Elevated-Risk Destinations”

      2. You must include parent/guardian information (name, relation, email) AND on-site contact (name, relation, email) for this section to be considered complete

      3. Where to submit: Upload to OCS Summer Funding Application Portal

  3. Online Orientation (required for everyone)

    1. Allow 45-60 minutes to watch the video

    2. Where to submit: N/A - Successful completion is noted by the OIE
       

  4. Travel Registry on MyTrips (required for everyone)           

    1. You must include: round-trip flight details, accommodations, and ground transportation for this step to be considered complete.

    2. If you will not be able to buy your plane tickets until you receive funding, enter placeholder flight information to register, then update your travel registry once you purchase your flight

    3. Remember to update if you select a different flight, and/or move to different housing

    4. Register travel for any additional trip lasting longer than 48 hours       

    5. Where to submit: MyTrips
       

  5. Travel Safety Questionnaire (required for elevated-risk regions and all independent travelers)

    1. Complete this at least 30 days before departure – this step must be completed before you receive funds

    2. Where to submit: Complete questionnaire online (requires HarvardKey)
       

  6. Individual Safety Consultation (required only if notified by Global Support Services)     

    1. Global Support Services will notify you if this step is required based on your responses to the travel questionnaire – this step must be completed before you receive funds

    2. Where to submit: Schedule a consultation online

For Harvard College Undergraduates Traveling to Elevated-Risk Regions

For students traveling to elevated-risk regions, you have additional health and safety requirements to complete. The requirements below are required for elevated-risk regions, but open to all College undergraduates regardless of region.

  1. In-Person Orientation (required for elevated-risk regions)

    1. Sign up early – this step must be completed before you receive funds
    2. Where to submit: Sign up here (link currently unavailable)
       
  2. Travel Safety Questionnaire (required for elevated-risk regions)

    1. Complete this at least 30 days before departure – this step must be completed before you receive funds

    2. Where to submit: Complete questionnaire online (requires HarvardKey)

  3. Individual Safety Consultation (required only if notified by Global Support Services)     

    1. Global Support Services will notify you if this step is required based on your responses to the travel questionnaire – this step must be completed before you receive funds
    2. Where to submit: Schedule a consultation online