Expectations of Students

    St. Olaf Email and Staying Connected

    Communication with the Smith Center doesn’t stop once you’re approved to study abroad/away – it’s only just beginning!  Paying attention to your inbox and responding to messages received is vital to your successful participation in study abroad/away.  The Smith Center and your study abroad/away program will have many reasons to be in touch with you throughout your experience – before, during, and after your study abroad/away program.  

    Email is the official form of communication with the Smith Center and St. Olaf.  Your program may also communicate via email or through a portal.  We expect you to check your St. Olaf email, program email, and program portals regularly to ensure you’re always in-the-know.  Email is the easiest and most efficient way to reach our office, should an issue arrive while you’re studying abroad/away.  Email is often the optimal (and sometimes only way) for St. Olaf to contact you regarding matters such as financial aid, registration, and housing.  Contact the Smith Center by email at smith.center@stolaf.edu

    The Smith Center expects that you will respond to messages received from the Smith Center and your program within 3 days or receipt.

    The Smith Center also expects YOU to communicate when experiencing any problems, challenges, etc.  We can only help when we know you need help!  We cannot read your mind. Email us at smith.center@stolaf.edu

    Important communication considerations:

    1. Responsibility: Your program will communicate directly to you and only you – rarely do they copy the Smith Center.  
    2. Time differences: Noting any time differences is crucially important.  related to deadlines
    3. Standard working hours:  Both the Smith Center and staff from your program have standard working hours.  You might not be able to get an immediate response when contacting us or them outside of standard working hours.  Smith Center standard working hours during the academic year are M-F, 8:00am-5:00pm.  During the summer our hours are M-TH 7:30am-4:30pm, and F 7:30am-12:00pm.  Your program’s staff may have working hours different from the U.S. standard 8am-5pm hours.  
    4. Emergencies: The Smith Center is available 24/7 for emergencies.  If you’re experiencing an emergency, contact us at 1-507-321-2100.  Your program likely also has an emergency number.

    Example emergencies:

      • Stolen/lost passport or other important documents
      • Illness, hospitalization, or other health related need
      • Victim of crime or other direct threat to your personal safety
      • Natural disaster or act of terrorism

    Non-emergencies:

      • Unable to upload a document into your study abroad/away portal
      • Failure to register for courses at assigned date/time

    Attendance at Smith Center Meetings and Orientations

    As you prepare for your upcoming semester/year/January Term studying abroad/away, there will be a number of meetings and events that you are required to attend and some that are optional.  These meetings and events include but are not limited to:

    Before You Go

    • Post- Acceptance Event (required):  This event is for all recently accepted semester/year participants.  It occurs on or shortly after you are notified of the decision on your application.  During the event, we introduce you to 
    • Application Sessions (required):  Meet with Smith Center staff to learn about how to complete your host program/institution’s application and additional important information about what’s next and your program in general.  At this Session you’ll also meet fellow Oles who will be studying with the program alongside you.
    • Orientation (required):  The Smith Center hosts a large in-person Orientation for all study abroad participants and supports program specific Orientation meetings.  Orientation prepares you for some of the issues you will face while away and provides you the opportunity to meet with others going abroad/away.  You may also have the opportunity to speak with and ask questions of returned students from your program, when available.  Additionally, the Smith Center provides additional Orientation content and materials via a Moodle course.

    Orientation for semester/year study abroad/away will be held the semester before your planned semester of study:

      • Fall Semester & Academic Year: Early April
      • Spring Semester: Late September/early October

    Orientation for January Term will be held during the Fall semester preceding your planned January Term:

      • January Term: Late October/early November

    Additionally, most study abroad/away program provide pre-departure and on-site Orientations with in0country staff of program directors.  Your program may require you to attend these Orientations.

    When You Return

    • Re-Entry Social Hour (for semester/year) (highly encouraged): Gather with recently returned participants from 
    • Re-Entry Meeting (highly encouraged): Reconnect with your peers, Program Advisor, and the Smith Center to share a bit about your experience studying abroad/away with your program.  Discuss things like academics, extracurricular activities, housing, and the overall experience.
    • Orientation for new participants (encouraged): Advise the next group of students on aspects of your study abroad/away program and experience.

    Travel Documents

    It is your responsibility to ensure you have valid travel documents (passport, ID/Driver’s License, visa/residence permit, etc.) by stated Smith Center and program deadlines.   

    • Passports (international programs only): APPLY EARLY/NOW!  Processing times can be extensive.  Your passport should be valid for at least 6 months beyond the end of your program.
    • Visas and residence permits: While the Smith Center can support you with obtaining your visa/residence permit, you will ultimately be responsible for obtaining it.  Your program may also provide assistance.

    Check-Ins

    The Smith Center will send you a few “check-in” emails throughout your time studying abroad/away.  We want to check in with you about how you are doing, what’s going well, what’s challenging, and to ask if you need any support from us.  

    Check-in emails may be sent from smith.center@stolaf.edu or a specific Smith Center staff member or Peer Advisor.

    You MUST check in with us if you need any assistance during your program (we cannot read your mind!).  Examples of instances when you should reach out to us for support:

    • You’re finding it hard to get along with my homestay family. You have written to the provider/partner but have not heard any response;
    • You’re worried you’re not doing well in classes.  You want academic help.
    • You’re having a hard time adjusting, miss home, etc.
    • You have a concern about your return to campus.

    Program Evaluation

    Near the end of your program, the Smith Center will ask that you complete an Evaluation of your program.  The Evaluation asks questions about academics, extracurriculars, housing, and budgeting.  The purpose of the Evaluation is to gather important feedback to inform our continued support of the program and advising for future students.

    Watch for an email with a link to the Program Evaluation form near the end date of your program.  Complete the form within the stated timeframe.