Planning Documents

Below you will find links to specific pre-departure materials for each Experiment program. These materials detail the following: domestic travel arrangements, health and safety guidelines, visa applications (if necessary), packing guidelines, accident and sickness insurance information, guidance on personal funds abroad, and the Experimenter and Family Handbooks.

Many questions can be answered by reviewing these materials, but please do not hesitate to contact us if further information is required. Note: If a document is listed on the following pages, but not linked, please check back again at a later time, as these pages will be updated. If you have difficulty downloading these files, email us at [email protected]  or call 1 (800) 345-2929.

2024 General Pre-Departure Orientations

We invite enrolled participants, parents/guardians, and mentors to attend one (1) general online pre-departure orientation and one (1) program-specific pre-departure orientation. Participating in our pre-departure orientations is essential to your success on program, and it is required. The pre-departure orientation is an opportunity to “meet” other Experimenters and parents, ask questions, and hear about the best way to prepare for your upcoming summer abroad.

Below are the webinar links, which will be recorded. Program-specific pre-departure orientation information will be published under each program listing below.

Thursday, May 16, 2024 at 6:30 PM EDT. Register here.
Tuesday, May 28, 2024 at 8:30 PM EDT. Register here.

Important Passport and Medical Information

If you do not yet have a passport valid through the end of February 2025, apply for one now, especially if your program requires a visa. (Many countries require your passport to be valid for at least six months or longer beyond the dates of your program.) We encourage you to visit the U.S. State Department’s passport website for more information. Due to delays in processing passports, the U.S. State Department warns that passport applications may take up to 18 weeks to process, so please apply for or renew your passport as soon as possible.

If you have not had a medical physical since May 2023, make an appointment as quickly as possible.

Confirmation Materials

If you have not already, please login to the Application Portal to submit your confirmation materials, including the following documents.

Conditions of Participation

This form needs to be printed, completed, and signed by the participant and parent. The Experiment cannot confirm your space on a program until we receive your completed and signed Conditions of Participation.

Download and complete the Conditions of Participation form

Acknowledgment of Risk

Download and complete the Acknowledgement of Risk form

Health Form

Please review the sections below. Part I must be completed and uploaded to confirm an offer of admission. Part II should be downloaded and delivered to the participant’s health care provider to complete and return. Part IIIA & IIIB should only completed if, after review of Part I and/or Part II, additional follow-up is requested.

Part I Instructions, Health Authorization, Personal Health History, & Wellness Acknowledgement

Complete Part I Instructions, Health Authorization, Personal Health History, & Wellness Acknowledgement in the Confirmation Portal.

Part II: Health Report & Exam

Download Part II: Health Report & Exam form and deliver to the participant’s health care provider to complete. You must submit a copy of a physical completed since May 2023.

Part IIIA: Further Health Information: Medical

Download Part IIIA: Further Health Information: Medical form. This form should be completed and returned ONLY if requested by The Experiment’s Manager of Participant Health Administration. Completed forms should be emailed to [email protected].

Part IIIB: Further Health Information: Counseling and Mental Health

Download Part IIIB: Further Health Information: Counseling and Mental Health form. This form should be completed and returned ONLY if requested by The Experiment’s Manager of Participant Health Administration. Completed forms should be emailed to [email protected].

Accessing Self-Service, our Billing Portal

If you have a balance and would like to pay your bill online, please login to Self-Service, our Billing Portal. Self-Service gives students online access to pay their bill, update their contact, emergency contact, and proxy information, check their grades (for credit-bearing programs), and more.

If you would like to pay your bill by sending a personal check (payable to “World Learning”) or money order, log in to Self-Service and print your bill. Mail your printed bill with your payment to:

World Learning
Attn: Experiment Billing/Accounts Receivable
1 Kipling Road
Brattleboro, VT 05302

For questions related to your bill, please call the Billing office at 1 (802) 258-3530.

Accident and Sickness Insurance Information

All Experimenters traveling internationally are covered by the World Learning medical insurance policy, which provides full coverage for accidents, illness, and emergency evacuation while on program. This policy starts when Experimenters either board their international group flight or join their group in their program country.

Experimenters traveling on programs outside the United States are insured through Chubb. For further details about the Chubb policy coverage, read the International Travel Insurance 2023–2024 Plan Benefit Brochure. For out-of-pocket costs for medical expenses incurred on program, Experimenter families can submit a claim for reimbursement through Chubb’s claim form.

Experimenters are strongly encouraged to maintain their ongoing coverage in the United States even while traveling abroad.

Domestic Travel Planning Documents

Below you will find links to specific domestic travel planning documents for each Experiment program, including your international flight itinerary. Many questions can be answered by reviewing these materials, but please do not hesitate to contact us if further information is required.

Please note: the group’s meeting time is five hours prior to your international flight departure. If you are flying domestically, your domestic flight should arrive no later than six hours prior to the international flight departure. When everyone is present, you will check in as a group WITH YOUR GROUP LEADERS WHO HOLD YOUR INTERNATIONAL TICKET. Therefore, it is important that you arrive on time. Do not check in in advance. Your group leaders will meet you at the time and area designated on your Flight Document and will be holding an Experiment sign. Your international airline tickets will be electronically confirmed and there is no paper ticket.

RETURN FLIGHTS

Please book your domestic return flight home at least four hours after your group’s international flight has landed in the US.

Once you have determined your domestic travel plans and/or booked a domestic flight, please log into the Application Portal and indicate your travel plans on the “Flight Information” tab. If you have booked a domestic flight, please enter the flight details (departure and return cities, dates, airline(s), flight numbers and times) into the fields.

If you are not planning to take the group international flight, please inform your admissions counselor, if you have not already. Participants who are receiving a scholarship are required to take the international group flight. There is an inconvenience fee of $250 for participants not taking the international group flight.

Don’t forget your valid passport!

Ecuador: The Galápagos Islands & The Andes

Congratulations on your upcoming Experiment summer on the  Ecuador: The Galápagos Islands & The Andes  program. Visit this webpage for additional information about general pre-departure preparation, including expectations, communications, and travel planning.

Mark your calendars: Program-specific pre-departure orientation on Wednesday, June 5, 2024, 5:30 pm – 6.30 pm EDT. Register here.