Year abroad checklist

Check passport validity and expiry

Ensure your passport has sufficient validity to cover year abroad. It will typically will need to be valid until at least 6 months after the end of your travels, so March 2028. Apply for a new one as soon as possible if not sufficient time remaining.

Application with host university

Meet deadlines for host university application process

Visa

Arrange visa in accordance with host university guidance.

Medical requirements

• If you have medical requirements or required adjustments for your study abroad period, either liaise direct with host university, or seek support from Student Mobility Team to put this in place as far in advance as possible before you travel.
• Arrange any required vaccinations ahead of travel.
• Arrange routine dental/optician appointments at home before you travel as this may be difficult or expensive to organise in country.
• Some host universities, particularly in Asia, require you to undergo a medical examination prior to travel. You are responsible for organising and paying for this.

Accommodation: host country

Check with host university if they offer on campus accommodation to exchange students. If so, likely to be subsidised compared to the local rental market. Check application process and ensure meet deadlines to apply.

Accommodation: Warwick

If going on mobility, ensure you have notified your housing provider that you no longer require accommodation. You will be charged if you do not complete this step. Student Mobility will not inform anyone on your behalf.

Travel insurance

• Purchase travel insurance. The university provides Business Travel Insurance which only provides limited cover for emergency medical treatment.
• Apply for a Student UK GHIC card to get medical treatment abroad at better rates (if you don't already have an in date EHIC to cover period of travel)

Finances

• Ensure you have planned your financial spending whilst abroad so that you have sufficient funds.
• Students are eligible for £600 per student towards placement costs through the Warwick Mobility Bursary. Student Mobility team will be in touch with you to confirm how to apply. We will use your Warwick email.
• Check whether you are eligible for a travel grant through Student Finance England/Scotland/Wales/NI (as applicable)
• Apply for your student loan as normal.
• If you receive a bursary, check with your source whether you will continue to receive this whilst on mobility.

Evision updates

• Ensure placement details on eVision are accurate
• Ensure your next of kin name and phone number is up to date
• Ensure you have uploaded your individual risk assessment to Evision

Set up authenticator app

You will need an authenticator app to access Warwick systems overseas, including to be able to enter your bank details to receive funding. Set up the authenticator before you travel.

Keep up to date on risk

Global events are constantly shifting. Receive relevant updates by signing up for the Solace app and alerts on your host country through the Foreign Commonwealth and Development Office website.

Social media

Some countries such as the USA will review your social media and participation in demonstrations to decide whether to allow you entry. Take a look through your social media to make sure you are happy for officials to see what you have posted prior to travel.

Language

If you are going to a non-English speaking country, consider speaking to the Language Centre if they can offer any support with preparing, or consider a DuoLingo course to best prepare for everyday life. If hosts require you to prove your language competency, you must do so in whatever form they identify.

Cancellation of placement

If you decide to no longer go ahead with your year abroad ahead of the beginning of Autumn Term, you must inform your host university/placement provider, academic department at Warwick AND the Student Mobility team.

Got questions?

Attend weekday drop in sessions (links on front page of Student Mobility website) or email studyabroad@warwick.ac.uk

I have arrived!

Email the Student Mobility team to let us know you have arrived in country for your placement within 24 hours of arrival so we know you are safe.

Find a safe place for important documents

Once you have arrived, store your passport, at least one bank card and any other important item in a safe place in a locked room. Only take out with you what you need. It is often helpful to have a photocopy of your passport with you to save having to take out your actual document.

Re-enrol

In September, re-enrol at Warwick to ensure: 1) you have access to support services; 2) can register for your Student Mobility modules to ensure you are not withdrawn from your course; 3) can enrol on modules for 27/28; 4) you receive emails from Accommodation upon your return to Warwick.

Remain in contact

Check your Warwick emails regularly. We will share important updates on financial support and any relevant information through Warwick email. We will not contact you for no reason and won't clog your inbox!

Academic

Meet departmental monitoring points and liaise with Departmental Study Abroad Coordinator to ensure you are fulfilling academic requirements of your placement.

Finances

Follow instructions received from Student Mobility team and apply for funding in support of your placement.

Photo competitions

Take part in photo competitions, sharing your experiences with others and be in with a chance of winning a prize.

Instagram

Share your experience with us @warwickstudyabroad

Remain in contact

Check your Warwick emails regularly. We will share important updates on financial support and any relevant information through Warwick email. We will not contact you for no reason and won't clog your inbox!