Accepted Students Only:
The information below was provided to you in your acceptance email. Please read all of this information carefully as it contains information that you need to prepare for your study abroad program.
Be sure to check your email often for correspondence from our office regarding the many preparations that go into a study abroad experience.
The Orientation Session is mandatory for all participants. Your Institution as well as TnCIS requires your attendance. The student orientation session will be held in Nashville, TN on Saturday, April 8, 2017 from 1:00 pm – 4:00 pm central time. Students should plan to arrive no later than 12:30 pm CT to check in. Parking and check in will be clearly marked by TnCIS signs. Please check back in January for more details on location.
There are four forms required for all study abroad participants. These forms are available here. Please print the forms and fill them out completely in ink leaving no blank answers. You will need to provide important medical information which must be complete and up to date. All information on the forms will be treated as confidential. Two of the documents require a notary present when you sign them. Most banks, courthouses and the TnCIS office can provide notary services. Fill out the forms but remember not to sign the documents until the notary is present. You will be asked to provide photo ID when you take your forms to the notary. A valid driver’s license or passport will be sufficient.
LATE DOCUMENT FEE – $25
In order to accurately prepare and ensure safety and security protocols on behalf of all TnCIS students, all required forms and a valid passport copy are due to the TnCIS office no later than April 2, 2016. Failure to provide these required documents will result in an additional fee of $25 assessed to the student, which must be confirmed as paid in order to participate in a TnCIS Program. TnCIS also reserves the right to deny participation in any program if forms are not submmited by the deadline. Please note, some TnCIS programs have earlier deadlines for documents which are listed on the program pages.
Early Acceptance Students: All completed forms must be received by TnCIS no later than January 26, 2017. If you do not submit your forms by this date YOU WILL LOSE YOUR $100 DISCOUNT and possibly your program of choice.
Regular Acceptance Students: All completed forms must be received by TnCIS no later than March 31, 2017 for regular applicants. If you do not submit your forms by this date YOU MAY LOSE YOUR program of choice.
You can drop off the forms in our office on the Hardin Valley Campus, Alexander 103 or mail them to TnCIS by using the address found on the TnCIS website Contact Us web page.
TnCIS Cuba Program Only: Due to stringent travel requirements placed on US citizens visiting Cuba, students participating in this program have strict deadlines for documents and paperwork. You will be given additional required documents (visa application & travel affidavit) in a follow up email. These documents, including your passport copy, will be due no later than March 21, 2017. Failure to submit these documents by March 21st will result in your removal from the program and you will be subject to the TnCIS cancellation policy.
You will be covered by limited health insurance for the duration of your program. The cost of this health insurance is already included in your program fees. The insurance covers accident and sickness insurance, emergency medical evacuation, repatriation of remains and other benefits recommended for study abroad participants. TnCIS does not provide any travel/trip insurance coverage and it is up to the student to investigate and pay for any such plan. More details about the insurance coverage can be found on the TnCIS website Student FAQ’s. Click here for details.
Please apply for a passport immediately if you have not already done so. It will take about 4 - 6 weeks to obtain your passport. The fees for a new passport are approximately $135. Go to the State Department website for more information on locations where you can submit your passport application and what documentation is required.
TnCIS must receive a copy of your passport picture page no later than March 31, 2017.
Early Acceptance Applicants: If you do not submit your passport by this date YOU WILL LOSE YOUR $100 DISCOUNT and possibly your program of choice.
TnCIS will use the name you give us on your student application for documents and on the passenger list given to the airline for your ticket. Therefore, your name must be exactly as it appears on your passport. You can verify your name information through the student portal. If it needs to be changed, you must send us the correct spelling of your name by email and request that it be changed on your application. If the name is incorrect, you may be responsible for penalty fees to the airline or other travel providers up to $250 to correct a name. To avoid this costly mistake, submit your passport picture page as soon as you have it. It is very important we have correct information for airport security reasons and it cannot be easily fixed if submitted incorrectly.
How to send your passport picture page copy: Please submit a legible copy of the picture page of your passport to TnCIS as a scanned attachment to an e-mail (JPEG preferred) to firstname.lastname@example.org or as a photocopy through regular mail. It is also acceptable to take a picture with a smart phone, tablet or digital camera and send it as an attachment to an email. Just make sure it is legible and shows all information or we will ask you to send it again. You can also bring your passport to the TnCIS office on the Hardin Valley Campus, Alexander 103 and our office will make a copy for you. Do not fax a copy of the passport page as it does not come through legibly. The copy is due by April 2, 2016 (mandatory orientation) but should be submitted as soon as possible.
Programs in Brazil, Cuba, China, India and Turkey require a tourist visa. You will need your passport several weeks before travel in order to send it off for the visa process. You will receive instructions on how to apply for a tourist visa from your program director in March. DO NOT APPLY FOR THESE VISAS BEFORE YOU RECEIVE INSTRUCTIONS.
All courses offered are listed on the program web pages but may not all be available at your institution. Courses offered on your campus are listed on our Members page. You may only take one course in most programs. Spain III is the only program in which students take two courses. To register, please contact your member representative. Pellissippi State Community College students will be registered by the end of February. If you have questions about the registration process, please contact your member representative.
The deadline for payment of the balance of your program fee is Monday, March 14, 2017 by 4:30 pm.
Please make this payment in the Cashier’s office at your institution. The full payment less any scholarship awards you may have received is required by the deadline. Failure to pay the full program fee by the deadline may result in you no longer having a confirmed place in the program. The TnCIS cancellation policy is outlined on our website. Any cancellations after March 14th will incur a minimum $2000 cancellation fee with no refund given after April 10th. Please review the cancellation policy.
Financial Aid Deferral
Some of you will be financing part of this study abroad experience with financial aid or a student loan. Some loans will not be paid until after the payment deadline. If this is the case, you will need to find a way to make the payment by credit card or your institution might be willing to provide you with a financial aid deferral once your award/aid has been verified through your financial aid office. Please contact your TnCIS campus representative to see if this is an option. Please be aware that if you have not paid in full by the deadline you may jeopardize your opportunity to participate in your desired program.
It is possible for a student to request permission to fly independently instead of with the TnCIS group. If you are interested in traveling independently before or after your program’s published dates, please read through the policy on the TnCIS Website. Please note: you must first obtain permission from your home institution, then permission from TnCIS to be approved to fly independently. The deadline for all students to finalize requests for independent travel is March 1, 2017. Please contact the TnCIS office for information regarding independent traveler airfare fee adjustments for your program.
Please Note: TnCIS reserves the right to cancel any course or program due to low enrollment or an updated travel advisory/warning issued by the US State Department. Students will be notified of any cancellations via email in sufficient time to make changes to their program.