Jan Term Travel Registration & Important Dates
Travel Registration Timeline
Planning to travel with us?
We've got all your answers right here.
Whether you are traveling abroad or in the US, we know you will have lots of questions. From choosing a travel course to applying for the Jan Term scholarship, registering in a course to making sure your passport and health forms are up to date and submitted, we are here to help make this process as smooth as possible.
If you have a question that is not answered below, just send us an email at email@example.com
Step #0: Passport!
The first thing we recommend students do is to apply for a passport!
International travel requires a passport which must be valid through July 2024. If your passport expires before then, you must renew your passport and expedite the application.
Non-US passport holders are responsible for researching if you need a visa for the country(ies) you are going to and may be subject to additional costs
Valid identification options for domestic travel include:
- Passport card
- Drivers license, other state issued photo ID
Step #1: Info Sessions
In mid-spring, the travel courses proposed by the faculty are announced and info sessions are held for each course. There you will learn details about the itinerary, student requirements, prerequisites, costs, and the content of the course.
Attending an info session in spring or fall is required to be approved to register for a course during registration in the fall semester. Information Session Schedules will be posted on the website, SMC calendars, and flyers posted on bulletin boards around campus.
To be approved for the ability to register, confirm with the instructor that you meet all of the course's requirements and submit your name, SMC ID, SMC email, & phone number to the instructor so they may approve your registration in GaelXpress. Because courses have specific caps, you may want to have a backup travel course in mind, so take the opportunity to learn more about the trips that appeal to you.
Step #2: Jan Term Travel Scholarship (Optional)
The January Term Travel Scholarship is an award of 75% of the course fee of a travel course of the applicant's choice.
Scholarship applications open in August and will close on Thursday, September 14 at 5:00 pm.
Scholarship recipients will be announced on Friday, September 15.
Step #3: Jan Term Travel & Study Abroad Fair
Friday, September 15 from 12:30–2:30 p.m.
Come explore this year’s Jan Term Travel offerings, meet the faculty, and learn more about the courses that interest you most!
Step #4: Travel Deposit Window
Monday, September 18 — Thursday, September 21
All students interested in traveling abroad for Jan Term must pay the Travel Deposit, which will either be:
- $2,000 for all trips
- $500 for Travel Scholarship recipients
All deposits must be made either in person at the Business Office or via GaelXpress 2.0 through "Student Accounts" by 5:00 pm on Thursday, September 21.
Step #5: Travel Registration
Monday, September 25
Students will receive a schedule from the Registrar’s Office the week before detailing what time each class’s registration window will open (starting with students with senior standing and ending with first-years). All students must register on GaelXpress 2.0 on the registration date and time set by the Registrar's Office.
Please note: Once enrolled in a travel course, the student is responsible for the entire course fee if they choose not to travel. If a student from the waitlist is able to take the spot, a refund is possible though not guaranteed.
Final payment is due on the set deadline. No exceptions can be made.
Step #6: Mandatory Health & Safety Orientations
Wednesday, October 4, 3:30-4:30 pm (Zoom)
Thursday, October 5, 3:30-4:30 pm (Orinda Room, Soda Center)
All students enrolled in a Travel course must attend one Health & Safety Orientation in order to study abroad. Students who are unable to attend either of the two sessions will need to contact firstname.lastname@example.org as soon as possible after registration.
Step #7: Final Payment Deadline
Monday, October 23, 5:00 pm
All enrolled Travel students are responsible for submitting their remaining course fee by the date above, regardless of whether they intend to travel.
Step #8: Travel Paperwork Deadline
Monday, November 13, 5:00 pm
All enrolled Travel students must submit:
- A copy of their passport biographical page
- Their student health paperwork
- Visit the Student Health Center website for details about Travel Health policies and the Travel Health Form required for all courses abroad
- All Jan Term Travel waivers, release forms, and registries listed on the Global Programs and Travel portal
All items must be submitted by the above date in order to study abroad. No exceptions can be made.
Once all required paperwork has been submitted and all necessary payments have been processed, all that's left is to coordinate travel plans and scheduling details with the course instructor for January!
With each course flying to a different region around the globe, it's important to be prepared for the many physical and cultural adjustments students will likely face. Luckily, our Travel faculty have extensive knowledge and experience concerning their courses' destinations, so on top of planning ahead and packing the essentials, students should always follow their instructors' recommendations and never be afraid to ask questions when traveling abroad.