LEAPYEAR– Arjuna Group
September 2017 – May 2018
Packet II – Logistical Preparation
(6/29/17 revision - page 1 of 4)
Welcome to the next step in your journey! This packet provides the logistical information you need to prepare for your LEAPYEAR, which runs from September 19, 2017 to May 4, 2018. This is packet number two of four preparatory packets:
· Packet I- Acceptance and Registration- Contained the Program Calendar, Financial Aid Information, Program Payment and LEAPYEAR Policies. Previously sent to you.
· Packet II - Logistical Preparation - Contains instructions to access online information about Communication, Health and Safety, Travel Details, Health Insurance, Immunizations, Visas, Gear and Equipment packing lists. Also includes Logistics Paperwork.
· Packet III -Academic and Mental Readiness - Devoted to academic preparation, college credit, guidance on choosing an internship, and how students can mentally prepare for their LEAPYEAR journey. Arrives early summer.
· Parent Packet - A packet for parents that prepares them for the transitions that their son/daughter is moving through as well as how to prepare for the Rite of Passage weekend – January 27-28. Arrives late summer. Parents, please set aside the weekend of January 27-28, 2018 for this important event.
The last two pages of this packet are to be filled in with the information that we need from each student before their arrival on campus. Any additional information that you will need to know to prepare for the year ahead is found on a webpage that we have designed for this LEAPYEAR Arjuna group, called the LEAPNOW Groups Page: www.leapnow.org/lngroups.
Here you can find detailed information regarding communication, safety, required travel arrangements, health insurance, immunizations, visas, packing, and more. You will also be able to learn more about your fellow students and group travel leaders on this site.
Please keep all materials we send you in one place – preferably a binder of some sort – so that you don’t lose information, and we don’t have to send it to you more than once.
We are looking forward to your arrival at the LEAPNOW campus, which we call Maacama after the creek that flows through it. As you prepare for your program, please feel free to contact our office with any questions or concerns that are not answered on the LEAPNOW Groups Page.
Warmly yours,
Cassie Bull, Executive Director
and the LEAPYEAR Staff
LEAPNOW: Transforming Education 11640 Highway 128, Calistoga, CA 94515 USA
Phone: 707-431-7265 Fax: 707-431-8479
Email: Website: www.leapnow.org
MASTER LOGISTICS CHECKLIST
(Presented in order of urgency & importance –start at the top of this list and work down!)
£ Visit the LN Groups Page at www.leapnow.org/lngroups for detailed logistics information. If you have any questions, call 707-431-7265 and speak to a member of our staff.
£ Passport, Visa & Money: Read the information on the LN Groups Page about your critical travel documents. Use the checklist below to ensure all steps are completed.
£ Passport –Scan and email us a copy of your passport ASAP. We need a copy of your passport to book your international ticket and delays in this step may increase the cost of your ticket. If you need a new passport, get one immediately because the process can take up to ten weeks. If time is tight for you, please pay extra for expedited passport service. Please start the process online at: http://www.travel.state.gov/passport.
£ India Visa (for India group travelers only)-Read the information about the visa process on the LN Groups Page. This is the area that has most potential for delaying your trip. There are a lot of steps to this process, so be extra sure you fill out your form correctly using the instructions provided. Get started online ASAP. You will need to have your passport before you start the Visa process.
£ Money - Read the information about personal funds and procure an ATM card that will work abroad.
£ Travel Arrangements: Make your domestic travel arrangements for the first semester – to get to and from our northern California campus for the program. LEAPNOW will make all international airline reservations for you. Please do NOT make your Spring 2018 travel arrangements before October.
£ Immunizations: Get the required immunizations – see the list on the LN Groups Page. Don't delay this step – some vaccinations are staged over time, and some people may have adverse reactions to these shots or boosters. It is best to get these out of the way before the final stages of your preparations. Without proof of these immunizations and health insurance you will not be able to travel with your LEAPNOW group.
£ Academics & Financial Aid: You received instructions in the LEAPYEAR Acceptance and Registration Packet about how to start the Financial Aid process for the LEAPYEAR program through Naropa University. The next packet (Packet III - Academic and Mental Readiness) will include more detailed information about LEAPYEAR coursework and how to get ready for your first semester.
£ Health Insurance: Provide us with proof that you are covered for medical expenses for the entire program – both abroad and in the U.S. You cannot do the program without proof of adequate medical coverage.
£ Paperwork: Forms to send to LEAPNOW Office: Complete the 2 pages of LEAPYEAR Paperwork included with this packet. They are clearly marked with “LEAPYEAR Arjuna Group Paperwork Packet” at the top of each page. Please return these completed forms to us as soon as possible.
£ Pack your bags! Use the Packing Guides on the LN Groups Page to pull together everything you need.
LEAPYEAR Arjuna Group Paperwork Packet - Page 1 of 2
Return to LEAPNOW ASAP by post, email or fax:
LEAPNOW, 11640 Highway 128, Calistoga, CA 94515 • Email: • Fax: 707-431-8479
Please use the attached checklist to make sure that your paperwork is complete. Make copies of everything for yourself, then send us the paperwork AND the checklist.
o Scan and email us a copy of your passport ASAP. Also scan and email a copy to yourself and your family.
o Complete this 3 page Group Paperwork Packet and return via mail or email to the LEAPNOW office.
o Send us a copy of the forms which document that you are up to date with your immunizations (Typhoid, Hepatitis A, Tetanus/Diphtheria, Measles/MMR and Malaria Rx). Documentation might include Vaccination Card, Immunization Record, prescription record, or a letter from your Doctor.
o Provide LEAPNOW with details of your health insurance coverage for the duration of the program – either photocopy your policy or fill out the form below:
PROOF OF HEALTH INSURANCE
Domestic Health Insurance
Your Name: Social Security #
Name of Insurance Company:
Policy # Rx# Bin#
Effective Date of Coverage: Duration of coverage:
Emergency Access number given to you by the company:
Address of Insurance Company:
International Health Insurance: How will you be covered while you are outside the United States
£ My domestic health insurance carrier covers me while travelling outside of the United States. I have sent proof that I am covered abroad. (Usually a coverage plan or letter.)
£ I will purchase international health and travel insurance through Global Vision Travel or another insurance provider. I have sent proof of my insurance and coverage details.
With my signature below, I affirm that I have adequate medical insurance coverage for the period of 09/19/17 through 05/4/18 and that it will cover me in the U.S. AND abroad. I understand that I am completely responsible for any and all medical expenses incurred during the LEAPYEAR Program.
Student Signature: Date:
LEAPYEAR Arjuna Group Paperwork Packet - Page 2 of 2
Travel, Email & Dietary Information Form
FALL SEMESTER ARRIVAL INFORMATION:
I will arrive in northern California for the start of the program by (circle one): AIR / GROUND
Ø If by ground: I plan to arrive at the LEAPNOW campus by (time) ______AM / PM on
September 19, 2017. (No later than 3 PM please)
Ø If by air: I will arrive at (circle one) San Francisco (SFO) / Oakland (OAK) / Sonoma Co. Airport (STS)
I will arrive at (time) ______AM / PM, on (airline)______flight #______on
September 19, 2017. (No later than 1 PM for SFO or OAK and no later than 3PM for STS)
FALL SEMESTER DEPARTURE INFORMATION:
I will depart LEAPNOW by (circle one): AIR / GROUND
Ø If by ground: I plan to leave the LEAPNOW campus by (time) ______AM / PM on
December 12, 2017. (Between 8:30 AM and Noon)
Ø If by air: I depart from (circle one) San Francisco / Oakland / Sonoma County Airport.
I will depart at (time) ______AM / PM, on (airline)______flight #______on
December 12, 2017. (No earlier than 10:30 AM please)
*Please contact our office with any special transportation needs.*
EMAIL:
My email address during the program will be: ______
Dietary Information:
I have the following food limitations, allergies or special requirements: ______
______
LEAPNOW Information Release
I understand that by enrolling in Naropa University’s LEAPYEAR program I authorize the release of my academic and financial information to LEAPNOW Staff & Faculty.
______
Student Printed Name
______
Student Signature Date