Italy Rome Intercollegiate Center for Classical Studies (ICCS)
Spring 2025

Flight Information

Students arrive August 31 – September 1 and depart on December 18 . Housing will not be provided before or after these dates, and late arrivals/early departures are not permitted. The cost is included in the ICCS program fee. When booking your flight you have the following options:

• Contact Pamela Devlin via e-mail (available on the Advantage Travel info page) to book your flight and have it billed directly to BU Study Abroad. BUSA works with Advantage Travel each semester to book group or included flights for our study abroad programs. If you chose to book through Advantage Travel the cost of your flight will be billed directly to BUSA.
• If you prefer to book your flight independently, you must email your flight itinerary with proof of purchase to Sage Suorsa. Once we receive your flight information, a flight credit will be placed on your BU student account to go towards the cost of the program.
• Please note: students studying in Italy are required to book their round-trip flight before applying for a student visa.

Arrival Information

ICCS student traveling independently, it is important that you plan your arrival according to the instructions provided by Duke. You will be responsible for securing your own transportation to the residence.

Visa and Immigration Information

All students need a passport, valid for at least 6 months after your program end date. If you do not currently have a passport, or your passport will expire before that time, you must apply for a new one immediately. More information is available here; we strongly recommend expedited service. All students must have a student visa in order to participate in Boston University’s programs in Italy, unless you are an Italian or EU citizen with a valid passport.

Assuming you need a visa, please review the following instructions very carefully.

BU Study Abroad Representation

The BU Study Abroad program manager will be able to represent all students on the ICCS program at the Italian Consulate in Boston, regardless of the student’s home consulate jurisdiction. In order to represent you at the Boston Consulate you must mail or drop off your application documents (see below) to BU Study Abroad by June 10. The Boston Consulate will accept completed applications collected by Boston University only once, so it is very important to submit your completed materials on time.

It is strongly recommended that all students take advantage of the option to have BU Study Abroad represent you at the consulate. This allows your program manager to look over your application for accuracy before the consulate appointment, and you will not need to make an appointment at any consulate yourself. You also need to submit fewer documents than you would if you were applying on your own.

The processing time is typically between 2-4 weeks from the group appointment date. You will likely get your passport with the visa inside back, by mail, by late December.  If you are traveling internationally, or will need your passport before August 1, then you may need to apply on your own (see information below).

For all students applying for your visa through BU Study Abroad representation please follow these steps:

STEP #1: GATHER YOUR APPLICATION DOCUMENTS

Return the application materials below To BU Study Abroad by June 10:

Boston University Study Abroad
C/O: Sage Suorsa
888 Commonwealth Avenue, 2nd floor
Boston, MA 02215

**If mailing your passport and application to BU Study Abroad, you must use a shipping service that will provide a tracking number, such as FedEx or UPS, to minimize the risk of your passport being lost or stolen. Retain the tracking number for your reference**

1. ICCS Duke Admission Letter in Italian
   • ICCS Letters are sent to you from Duke
2. Your actual passport 
   • Your passport absolutely must be valid at least 6 months beyond the last day of your stay in Italy.
   • Be sure that you have signed your passport and that there are two consecutive pages available for the visa.
3. One photocopy of your passport signature and photo page
   • This should not be a picture you take on your phone – it needs to be a real photocopy. Make sure it’s clear and very easily readable.
   • Black and white is fine. The image doesn’t need to fill a whole page.
4. International Students Only: Proof of Residence in the USA 
   • A photocopy of your green card (front and back)
     OR
   • Valid I-20 and F-1 visa photocopies. If you are an F-1 student, your visa and travel signature on your I-20 must be valid for at least 90 days AFTER the end of your program. If either is going to expire, please contact your International Student Advisor to discuss renewal, and let Jessica Walsh know right away if you think it may impact your visa application process.
5. One passport-style ID photo, in color
   • A passport-style ID photograph is an original photo taken recently by a professional photo center that is in color, printed on photo paper, 2in. x 2in. in size, taken in front of a white background, showing your full face and hair from collarbone to top of head, no glare on eyeglasses. DO NOT TAKE OR PRINT THIS PHOTO YOURSELF!!!
   • Write your name on the back of the photo and paper-clip it to your visa application (no tape, glue, or staples).
6. Completed visa application form
   • Please download a blank application, and fill it out electronically, by following this Sample Visa Application. Be sure complete the form using the ICCS contact information instead of what is listed on the sample and to fill out the form completely and sign the fourth page!
7. Your booked, round-trip flight itinerary/confirmation
   • Must show the exact dates of entry into and exit from Italy, and from the Schengen Zone (continental Europe, for the most part).
   • The itinerary must show that you have purchased a round-trip ticket to and from Italy.  One way tickets will NOT be accepted. Your name must be on this official itinerary, no matter how you purchased the flight.
   • If entering Italy by other means (train, bus, etc.), you must provide your train/bus reservation, car rental or ferry reservation. The reservation must reflect the name on the passport, and specify the exact border and date of entry into Italy.
8. Visa Application Fee
   • The current fee is $$56.20 These fees are updated quarterly, you should confirm for the current fee here.
   • You MUST pay by Money Order only. You cannot use cash, credit, personal checks OR bank checks. Make the money order out for the EXACT $ amount to “The Consulate General of Italy”. The full name of the applicant should be written on the money order.

Your program manager will confirm that you have a complete application, and will submit it to the Italian consulate in Boston on your behalf. Look out for updates in your email.

STEP #2: RECEIVE YOUR VISA, ATTESTATO LETTERS, AND PASSPORT (ALL)

After the Consulate processes your visa application, you will eventually receive your passport and visa back. The visa will appear as a sticker inside one of the back pages of your passport.

You need to:

1. Double check that your name is spelled correctly on the visa, and that the visa is issued for the duration of the program.
2. You will receive, in the same package as your passport, a packet of letters that have been stapled, stamped, etc. These letters are called “Attestato”. You must retain these letters, as you’ll need them to enter Italy and apply for your residence permit after you arrive. This is the ONLY copy that you will receive from the consulate, so make sure you don’t lose them.
3. Scan the letters (without un-stapling them), save them as a PDF, and email them to Julia Dougherty by August 15.

SELF-REPRESENTATION

If you are unable to get your materials to us by June 10, or if you will need your passport for international travel before mid-July, it will be your responsibility to obtain the Italian visa on your own. We only recommend using this option if absolutely necessary. If you need to apply on your own, notify Sage Suorsa.

You should understand that this is a much more complicated process and will require additional documentation. Your program manager, Sage Suorsa, can provide some of this documentation (such as letters of acceptance and proof of health insurance), but you will need to collect the rest on your own.

Each consulate requires slightly different documents, so each student is responsible for confirming specific requirements with the consulate he or she intends to use (see consulate contact information below). For further information, please go to the “Consulates in the USA” page of the website for the Embassy of Italy in Washington. Once you know what consulate you are using, notify Sage Suorsa  immediately as you letters from BU are consulate-specific. 

You must apply in person, by appointment. Keep in mind that appointments fill up VERY quickly, so you should make your appointment, as soon as possible at your consulate. 

If you are applying on your own, you’ll need to gather everything listed above, plus the following:

1. BU Letter in English
   • Must be requested from  Sage Suorsa by email   at least 1 week before your appointment. Please include the consulate your appointment is scheduled at in the email. The letter shows proof of admission, enrollment, and program details. 
2. GeoBlue Proof of Insurance Letter
   • Must be requested from  Sage Suorsa by email  at least 1 week before your appointment. Shows proof of international health insurance.
3. Proof of financial means please provide one of the following three options:
   • Proof of family resources (i.e. Parent’s bank statements): students financially dependent on his/her parents must provide 1) a notarized affidavit of support sign by a parent and 2) a bank statement or a letter from a US banking institution, on the bank’s letterhead, signed by a bank official and with a recent date, indicating account balance. The bank letter must show a minimum of $1000 per month of stay.
   •  Proof of personal resources (i.e. your bank statements): A bank statement or a letter from a US banking institution, on the bank’s letterhead, signed by a bank official and with a recent date, indicating account balance. The bank letter must show a minimum of $50/day ($1,500/month) of stay.
   • Proof of Financial Aid: Students who receive financial aid can present an official letter from their University stating amount of aid and time of disbursement. BU Students can get this from the Office of Financial Assistance.
4. Additional documents may be required depending on what consulate you are applying at so make sure you check the appropriate consulate website.
5. If you are considering applying at the New York consulate: We are currently recommending that students do not apply at the New York Consulate, as they have incredibly stringent financial document requirements, that several students have reported having issues fulfilling – discuss with Sage Suorsa if you are considering using the New York consulate, and whether there are other options for you. In addition, you will need a proof-of-housing letter from ICCS. Please let Sage Suorsa know IMMEDIATELY if you need this letter as it can take as many as 3 weeks to produce.
6. Photocopies:
   • Each consulate seems to require a different amount of photocopies of each document, depending on where you are applying. Remember to double check your consulate’s website to determine exactly what you need to produce. You will likely only get one chance to do it right.

Notes for International Students:

1. You must make every attempt to apply for your visa within the United States. Students who have applied for their visa in another country, even their home country, have experienced significant issues that have caused huge delays, or prevented them from attending the program.
2. If you are an F-1 student, your visa and travel signature on your I-20 must be valid for at least 90 days AFTER the end of your program. If either is going to expire, please contact your International Student Advisor to discuss renewal, and let Sage Suorsa know right away if you think it may impact your visa application process.

Note: This information has been prepared by Boston University Study Abroad based on the most recent information provided by the relevant immigration agency (E.G. consulate, embassy, etc.). It is each student’s responsibility to compile and apply for their visa based on their specific citizenship. Visas are granted by foreign governments only, Boston University does not play a role in visa issuance, nor can we influence immigration policy. While we do our best to keep instructions as up-to-date as possible, visa requirements are subject to change without our knowledge. Ultimately obtaining a visa in a timely manner, and related costs incurred, are a student’s responsibility. Failure to acquire a visa will preclude participation in the program.

There will be a pre-departure meeting held on the BU campus or via zoom. The time and location will be posted here. If you are not able to attend, you will be able to access the presentation here after the meeting.

Please also note that this meeting is intended for participants of the program only. Due to FERPA (Family Educational Rights and Privacy Act), parents/guardians are not permitted to attend this session.  In the event that any parents do come to the meeting, we will kindly ask them to exit the room regardless of how far they may have traveled to get to the meeting.  Therefore, please plan accordingly.  We do, however, encourage you to share relevant information about the program with your parents, as we understand that they may be curious about what to expect with your experience abroad.

International Health Insurance and Evacuation Coverage

All students participating in a BU Study Abroad program will be automatically enrolled in the BU Chubb International Travel plan which includes comprehensive health and evacuation insurance. Policy information will be sent to you via email approximately two weeks prior to your program start date. In the meantime, we encourage you to review the insurance information we provide on our website.

Domestic Health Insurance

Participants are required to retain their existing health insurance: study abroad insurance does NOT replace comprehensive, US-­based health insurance as required by Massachusetts and US law. You may not participate in BU Study Abroad programs without certifying that you have US-based coverage or are purchasing the BU Student Health Plan.

MEDICATIONS & PRESCRIPTIONS:

If you take regular medications, the best course of action is to bring enough medication to last the duration of your program (if allowable). Consult with your doctors prior to departure to obtain the necessary supply of your medications, as well as copies of the written prescriptions. Many insurance companies offer vacation waivers to accommodate being out of the country for several months.

If for any reason you cannot be prescribed or transport a full supply of your medication, you will need to see a doctor in your host city to be re-prescribed. Keep in mind that you should not plan to mail any medications due to customs regulations.

International SOS can help you manage your plan for your healthcare abroad with expert advice on how to navigate the local healthcare system and with personalized recommendations based on your specific medical needs. Students should contact the International SOS 24/7 Assistance Center at +1 215-942-8478 or via the International SOS Assistance App.   ISOS can assist you to find out whether your medication is available in your host country and make a plan to avoid any disruption of care, including planning for healthcare needs and connecting you to quality healthcare professionals abroad.

DOCTORS & SPECIALISTS:

If you see a doctor or mental health provider for regular care in the United States, you will want to meet with your provider to discuss continuing your care abroad. As part of this conversation you may need to contact ISOS directly to find local medical providers.

ISOS can provide assistance with planning for your medical needs abroad, including:

• Availability of meducation, including shipment options and costs
• Standards of local medical care
• Confirming coverage of specific conditions or treatments
• Confirming insurance benefits
• Appointment scheduling assistance
• Filing a claim, or status of a filed claim
• Setting up guarantees of payment or direct payment to in-network doctors.

If you have any questions or need assistance preparing for your individual medical needs abroad, please contact Katie Mungovan, Assistant Director of Enrollment Services, at katiedoh@bu.edu. During your on-site orientation, you will also receive detailed information about how to access local health resources and what to do if you get sick.

GENERAL HEALTH PREPARATIONS:

Study abroad can be mentally and physically challenging, so it is important for you to prepare as much as possible now for your health and safety during your time abroad. We recommend that you consider the following:

• Make an appointment with your doctor for a checkup and discuss any medications you take.
• If you are experiencing any emotional, eating, or substance abuse issues, seek professional counselling and consider deferring your participation in an overseas program, if necessary.
• If you have had difficulties coping with change, stress or anxiety in the past (whether or not it was professionally diagnosed), or are hoping that time spent overseas will help you solve a problem facing you at home, or on campus, you should talk to a medical professional before studying abroad.
• If you anticipate needing any dental, optical, or other procedures, plan to have them completed before departure. If you wear contacts or glasses, plan to bring enough with you to last the full program.
• Take the time now to read the BU Study Abroad Health and Safety webpage.

• Consult the CDC website (specifically for "Extended Stay/Study Abroad" travelers) for country-specific health information. The CDC recommends being up to date on all routine immunizations for any travel abroad, and you should ask your doctor about any recommended vaccines or medications you may need based on your destination. Be sure to discuss these recommendations, as well as any other health conditions you may have, with your doctor before you depart.

If you have a mental health, emotional, learning, or physical disability that would require reasonable accommodations in order to complete the requirements of the program, you must obtain approval from the BU Disability and Access Services office (DAS), even if you've worked with their office previously. To initiate the approval request process, contact DAS at access@bu.edu or by phone at 617-353-3658. Please note that certain accommodations that you receive on your home campus may not be available at your program site, so the earlier that you are in contact with their office for advising, the better. The process for arranging accommodations may take several weeks. Please note that we are unable to accommodate emotional support animals in our international programs.

If you are currently consulting with a mental health professional, you must seek their counsel about the advisability of your participation in a study abroad program, especially as related to your adjustment to new cultural, academic, and housing environments and the availability of therapeutic or medical support while you are away from your home campus. If you have questions about the support available at your program destination, please contact your Program Manager.

Have you completed everything in Phases 1 and 2? Here is a self-check to make sure you’re on the right track. Make sure you’re keeping track of any upcoming deadlines and budgeting enough time to complete them on-time. If you missed a deadline, be sure to check in with you Program Manager and complete that task right away.

You should have completed:

(From Phase 1)

• Confirmed your participation via your BU Study Abroad Application, paid your program deposit, and filled out the accompanying online forms.
• Watched the Pre-departure Roadmap Webinar
• Reviewed ICCS Academics

(From Phase 2)

• Applied for your visa – June 10
• Attended your pre-departure meeting – TBD
• Made any necessary doctors appointments and located your nearest travel clinic for immunizations.
• Made a plan for any medications, prescriptions or healthcare needs abroad
• Contacted BU Disability Services to plan for academic accommodations and other support services (if necessary)