Exchange Student Guidebook Fall 2024

INCOMING EXCHANGE STUDENT GUIDEBOOK

WELCOME

Congratulations on your acceptance to WashU as an exchange student! We are confident you will have a productive and enjoyable semester or year in St. Louis. Adjusting to a new culture while beginning a demanding academic program of study can be very challenging. We encourage you to read this entire guidebook as it is intended to provide you with important and practical information you need to prepare for your time at WashU. Additionally, please read all emails sent to you from WashU so you don’t miss any important information or deadlines.

Here are the main offices and contacts available to support you:

1. Academic Divisions: Each academic division has an exchange adviser to support you during your time at WashU.

COLLEGE OF ARTS & SCIENCES:

Amy Suelzer, Ph.D. - acsuelze@wustl.edu

MCKELVEY SCHOOL OF ENGINEERING:

Melanie Osborn - osborn@wustl.edu

OLIN BUSINESS SCHOOL:

Sara Stratton - s.stratton@wustl.edu

2. The Office for International Student Engagement (OISE) is available to support you during your time at WashU by providing a welcoming environment through programming, advocacy and cultural enrichment.

3. The Office for International Students and Scholars (OISS) provides immigration advising and orientation sessions to ensure WashU students are informed and educated on the regulations impacting their visa status.

4. Student Transitions & Family Programs hosts Bear Beginnings: Transfer & Exchange Fall Welcome and Winter Welcome orientation programs when you arrive on campus and is available for support related to your transition.

oise@wustl.edu oiss@wustl.edu transitions@wustl.edu

IMPORTANT DATES

FALL 2024

Fall 2024 Exchange Student Arrival

August 20

Bear Beginnings: Transfer & Exchange Fall Welcome

August 20-24

First Day of Classes

August 26

Labor Day (no classes)

September 2

Fall Break (no classes)

October 5 – 8

Thanksgiving Break (no classes)

November 27 – December 1

Last Day of Classes

December 6

Reading Week and Exams Begin

December 9 – 18

SPRING 2025

First Day of Classes

January 13

Martin Luther King Jr. Day (no classes)

January 20

Spring Break (no classes)

March 9 – 15

Last Day of Classes

April 25

Reading Week and Exams Begin

April 28 – May 7

BEFORE YOU ARRIVE

VISA AND IMMIGRATION DOCUMENTS

We encourage you to begin researching the process to apply for your visa as soon as possible. Below is a brief overview of the process and documents you will need to travel to the U.S.

1. As an exchange student at WashU, you will need to apply for a J-1 Exchange Visitor Visa at the nearest U.S. consulate in your home country.

• It is your responsibility to gather information about the process for seeking a student visa in your home country and to schedule the appointment to obtain the visa.

HELPFUL LINKS

• WashU Office of International Students and Scholars (OISS): Information from WashU about applying for a visa.

• U.S. Department of State: Information regarding visa categories, application process, and timelines.

• U.S. Embassy: Links to all U.S. consulates with specific information for each country.

2. Obtain your DS-2019 from WashU, which is required to apply for your J-1 entry visa.

• Submit all required documentation for your DS-2019 to WashU Overseas Programs. Once all documents are submitted, WashU Overseas Programs and OISS will prepare your DS-2019 and will send it to your home school’s exchange program.

• Typically, it takes 4-6 weeks after you are notified of your acceptance for you to receive your DS-2019 from WashU Overseas Programs.

3. You must pay the I-901 SEVIS Fee before your visa interview.

4. Obtain your J-1 Visa from the consulate in your home country.

5. Carry all of these documents with you personally while traveling to the U.S. Do not pack these in your luggage! You will need to use them before retrieving your luggage.

• Valid passport (including attached envelope of immigration documents provided by Embassy or Consulate) with J-1 entry visa stamp.

• DS-2019.

• Receipt Notice or Internet Receipt verifying you already paid the I-901 SEVIS fee.

• Evidence of financial resources.

• Name and contact information for WashU Overseas Programs.

Where you will live while studying at WashU is an important decision. Residential Life (ResLife) offers a variety of housing options for exchange students. Below are the most common options.

• Residential Communities located on the South 40. Consisting mostly of single and double rooms.

• Residential Communities on campus on the Northside in the Millbrook Apartments or the Village or Village East residence halls.

• Residential Communities in off-campus apartments located in the Lofts, Washington Avenue, Greenway, and Rosedale apartments.

To view more information about housing, visit the Residential Life website. When it’s time, you can apply for WashU housing through WebSTAC. If you have questions about Residential Life housing or the application, please contact their office by email at reslife@wustl.edu or by phone at (314) 935–5050.

SUBLEASE A LEASED APARTMENT

Exchange students have the option of subleasing a leased apartment through Quadrangle, a company owned by WashU or an independent property owner. To find apartments available for sublease, search through the WashU Apartment Referral Service.

Some apartments may be completely or partially furnished. Be sure to inquire about furnishing if needed.

LEASE AN APARTMENT THROUGH QUADRANGLE

Though this option is primarily for graduate students, opportunities may be available for undergraduate students if there are apartments available. To locate Quadrangle apartments available for lease, visit the Quadrangle website.

When searching for apartments, be sure to check if the price includes the cost of utilities or not.

ALTERNATIVE OPTIONS

Some students have found accommodations owned by other property companies such as Parallel Properties or local property owners.

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Be sure to ask detailed questions about the conditions, financial obligation, and terms of rental. Selecting housing not run by ResLife means that WashU can offer no assistance with any issues you may encounter.

HOUSING OPTION CONSIDERATIONS

The three most commonly chosen housing options are living in university housing, subleasing an off-campus apartment, and leasing an apartment through Quadrangle Leasing Company. Each option has advantages and things to consider before deciding.

UNIVERSITY HOUSING MANAGED BY THE OFFICE OF RESIDENTIAL LIFE

ADVANTAGES TO LIVING IN UNIVERSITY HOUSING ARE:

• All-inclusive fee that covers rent, utilities, maintenance, and furniture.

• Living on or near campus ensures easy access to student facilities and activities.

• Near main transportation routes for the Metro and the campus shuttle.

• Housing fees paid through WashU billing service.

CONSIDERATIONS FOR LIVING IN UNIVERSITY HOUSING ARE:

• May not be financially feasible based on individual budget.

• ResLife managed housing serves undergraduate students.

SUBLEASING A LEASED APARTMENT OFF-CAMPUS

ADVANTAGES TO SUBLEASING A LEASED APARTMENT ARE:

• More economical options may be available.

• Utilities are already established by leasing tenant.

CONSIDERATIONS FOR SUBLEASING A LEASED APARTMENT ARE:

• The apartment may or may not be furnished.

• You may be subleasing someone’s room in a shared apartment.

• You will want to make sure to discuss compatibility with potential roommates.

• You may be responsible for utility payments after leaving the U.S. if living by yourself.

LEASING AN APARTMENT THROUGH QUADRANGLE LEASING COMPANY

ADVANTAGES TO LEASING AN APARTMENT ARE:

• Quadrangle apartments are near main transportation routes for the Metro and Campus Shuttles close to main campus.

• You will be able to lease an apartment for a shorter term of August to December.

• Tenants/Occupants will be WashU Undergraduate and Graduate students.

• Quadrangle leasing company accepts credit cards.

CONSIDERATIONS FOR LEASING AN APARTMENT ARE:

• You will need to supply your own furniture for most apartments.

• If utilities are not included, you will be responsible for establishing utility service. International students may want to give themselves extra time if considering leasing to set up their utility needs due to international student status.

REGISTERING FOR CLASSES

VIEW COURSES: You can view Course Listings online by selecting your semester of study and academic school.

COURSE CREDITS: Most WashU courses are 3 credits, with some exceptions. Most students take between 12-17 courses a semester. Confirm your academic requirements with your home university. A minimum of 12 credits are required.

COURSE LEVELS: In many disciplines, 100- and 200-level courses tend to be broad and suitable to students with a range of experience, while 300- and 400-level classes assume background in the topic. Take course levels, your experience, and requirements into consideration when searching for courses.

REGISTRATION: If you want WashU to register you for classes, send your WashU exchange adviser your course preferences by the deadline they give you. If you want to register yourself, you will register for classes using WebSTAC. Your WashU exchange adviser will provide you with specific information about registration days and times.

PREPARING TO STUDY AT WASHU

SETUP YOUR WUSTL KEY: The University Registrar will send you the “Getting Started at Washington University” email with instructions on activating your WUSTL Key. Your WUSTL Key will be your login and password to most university systems.

WASHU EMAIL ACCOUNT: Once you set up your WUSTL Key, a WashU email will be automatically created for you through Microsoft Office 365. You will be able to log in to this email using your WUSTL Key. For more information about setting up and accessing your email, visit Information Technology’s website. It is very important to regularly check this email for all important university updates.

WEBSTAC: This is WashU’s online student information system. You will use WebSTAC to add and drop classes, check grades, access unofficial transcripts, interact with dining services, and more.

ARRIVAL AND ORIENTATION

ARRIVAL

You must arrive by 5 p.m. on Tuesday, August 20. Move-in for students living in Residential Life housing will be on August 20. On-campus housing will not be available for students arriving prior to August 20. If you arrive early, you will need to arrange housing at a nearby hotel.

• We strongly encourage students to fly into St. Louis Lambert International Airport (STL), which is only a 15-minute drive from campus.

Transportation from the St. Louis Lambert Airport to Washington University:

• OISE Shuttle: OISE offers a free shuttle from the St. Louis Lambert Airport between 7:30 a.m. – 4:30 p.m. on August 20. More information will be available on the New Students website.

• Taxi: Taxis are available 24 hours a day. The cost to travel to WashU is about $30-$40, plus a 15-20% tip.

• Ride Sharing Apps: The Uber and Lyft mobile apps allow you to request a ride through your phone, provided by drivers using their own cars. You must download the apps in advance.

• MetroLink: The MetroLink light rail system has two stations on the Danforth Campus, as well as two stations near campus. If you take MetroLink, be sure to check the most convenient stop for you. Campus maps are available.

BEAR BEGINNINGS: TRANSFER & EXCHANGE FALL WELCOME:

AUGUST 20–24

You will participate in Fall Welcome upon arrival. This is a four-day orientation program hosted by Student Transitions & Family Programs.

WHAT TO EXPECT:

During Fall Welcome, you will get to know campus, learn about the resources available to support you, socialize with other exchange students, and more! You will receive a schedule for Fall Welcome closer to your arrival.

U RESOURCES

W ASH

STUDENT ID

You will use your ID to access various buildings, make meal purchases, check out books from the library, and more. You can learn more by visiting the Campus Card Services website. Below are the steps for receiving your Student ID:

1. Complete the Application for a Student ID: In the application, indicate that you are a student studying primarily on the Danforth Campus. You must submit a picture of yourself against a blank background, with no editing or filters.

2. If you are living in ResLife housing: You will receive your ID when you receive your room key, if you completed the WashU ID application.

3. If you are living in non-ResLife housing, visit Campus Card Services: You will pick up your ID at Campus Card Services, located in the Women’s Building, Room 002. You will need to know your six-digit student ID number, and bring a government photo ID, such as a passport, with you to pick up your ID.

4. Get Started: Learn more about your student ID. You will need to activate your Bear Bucks account in order to make purchases.

DINING

MEAL PLAN:

All undergraduate and exchange students are required to purchase a meal plan. WashU offers a wide variety of dining options. Visit Dining Services’ website to learn about meal plan options.

• All dining options on campus are declining balance, meaning you will use your meal points to pay for each item by the price indicated. There are no swipes or all-you-care-to-eat meals on campus. If you run out of meal points at any point during the semester, you can add Bear Bucks to continue using your campus card at dining location.

BEAR BUCKS:

Bear Bucks is a cashless system on the WashU ID Card that allows you to make secure purchases on-campus. You can add more Bear Bucks to your card throughout the semester. For more information about the Bear Bucks system, visit the Campus Card Services website.

BILLING

PAPERLESS BILLING:

WashU uses a paperless billing system, so all statements will be available on WebSTAC. The secure eBilling service will send an email to your WashU email account whenever a new monthly statement is ready. Students are responsible for making sure their accounts are paid in full by the due date to avoid late fees.

THIRD PARTY ACCESS:

If you would like someone else to be able to view or pay your bill, you will need to give them access by going to the Billing tab of WebSTAC and adding a new contact under Payers.

ENROLLMENT DEPOSIT:

All undergraduate exchange students are required to pay a non refundable enrollment deposit upon admission to WashU. The enrollment deposit for exchange students is $500. This enrollment deposit covers costs for Fall Welcome, the new student orientation program, additional orientation experiences for international students, and programming offered for exchange students throughout the semester such as local excursions and holiday celebrations.

For detailed instructions and more information regarding billing, visit the Financial Services website.

HEALTH & WELL-BEING

HEALTH INSURANCE:

The cost of medical treatment in the U.S. is extremely high. Thus, WashU has a mandatory health insurance program. All students are automatically enrolled in the WashU health insurance plan and billed for the cost of insurance. Even if you have insurance in your home country, you are still required to purchase WashU’s health insurance. Learn more about insurance requirements.

STUDENT HEALTH FEE:

You will be charged a Student Health Fee that will allow you access to many resources, including medical and mental health services at the Habif Health and Wellness Center, Center for Counseling and Psychological Services, health promotion programs and resources, and the Sumers Recreation Center.

MANDATORY HEALTH HISTORY FORM AND IMMUNIZATIONS:

You are required to complete several online forms and submit a medical/health history and proof of immunizations.

Additionally, all students are required to complete a TB risk screening; those who are identified through this screening as having spent significant time in a country with endemic tuberculosis will be required to complete a TB test. All information must be uploaded to the student health portal prior to arrival on campus. Learn more about immunization requirements

HABIF HEALTH & WELLNESS CENTER:

Located on campus, Habif offers a range of services including medical visits for illness, injury, and checkups, psychiatric services as well as wellness support, education, and more. If you have a condition requiring specialized medical services you will be referred to an appropriate community specialist. Charges for services will be based on the rates dictated in the health insurance policy. You can make an appointment through your student health portal or by calling 314-935-6666.

CENTER FOR COUNSELING AND PSYCHOLOGICAL SERVICES (CCPS):

The Center for Counseling and Psychological services provides individual, couples and group counseling. Students can also access tools such as Therapy Assistance Online, which offers brief educational videos related to mental health, wellness, and substance-use issues. If a student’s counseling needs can best be met off-campus, Thriving Campus can be used to find these resources. Crisis services are also available daily for students who need to speak with a counselor urgently. Students are encouraged to download the TimelyCare app to access 24/7 mental health support services. All full-time students who pay the university health and wellness fee as part of their tuition are eligible for services. For more information about what CCPS provides, check out their website.

ACCOMMODATIONS

If you receive academic accommodations for any learning, mental health, or physical disabilities from your home university, be sure to talk with your academic contact before you arrive to arrange for accommodations at WashU.

GETTING INVOLVED

WashU has more than 450 on-campus student groups/chapters catering to a wide range of interests such as performing arts, music, community action, sports, student government, sorority and fraternity life, and more. Getting involved is a great way to explore your interests and make new friends. At the beginning of each semester, the governing body on campus, Student Union, hosts an Activities Fair to learn more about groups/chapters to join. You can browse on-campus groups.

ABOUT ST. LOUIS

ABOUT ST. LOUIS

During your time at WashU, you will get to explore all the city of St. Louis has to offer, such as parks, museums, diverse neighborhoods, and restaurants. You can visit the Undergraduate Admissions website to learn more about St. Louis culture, transportation, and neighborhoods near campus.

CLIMATE

St. Louis climate is temperate, meaning there are four distinct seasons and temperatures can range, on average, from 95 degrees Fahrenheit (35 Celsius) in the summer and early fall to 20 degrees F (-6 Celsius) from late fall through winter. You will need clothing for both hot and cold weather. Warm winter clothes, including hats, gloves, and scarves, are essential. St. Louis can be rainy in the spring, so a raincoat, umbrella, and waterproof shoes are also advised. You can purchase any necessary items in St. Louis.

TRANSPORTATION

St. Louis has a limited metro and bus system to get around town. All WashU students are provided with a free Metro pass. View routes and details on the Metro website. To get around campus, you can ride the Danforth Circulator, a bus which runs every twenty minutes in a loop around campus. Some students use bicycles to get around. You can rent a bike on campus or from a bike shop off campus.

PACKING FOR COLLEGE

You don’t need to pack your whole room to come to college, but you’ll want to make sure that you have some odds and ends covered. Please note that there will be an opportunity to buy items you did not pack upon arrival. This list isn’t all-inclusive, but these are some items many students are glad they brought:

YOU SHOULD BRING

• Backpack

• Blanket

• Cell Phone and Charger

• First Aid Kit

• Flashlight

• Health Insurance Information

• Heavy Winter Coat (and a hat and gloves)

• ID/Driver’s License

• Laptop Computer

• Outlet Adapter Type A (100-127 Volts)

• Pillow

• Prescription Medication(s)

• Shampoo and Body Wash

• Sheets (Twin, Extra Long)

• Shower Shoes and Shower Caddy

• Suit and/or Semi-Formal Attire (optional- for special events you may attend)

• Thermometer

• Towels

YOU SHOULD NOT BRING OR PURCHASE

• Air-Conditioning Units

• Candles

• Electric Appliances with Exposed Coils

• Gas or Charcoal Grills

• Guns/Weapons

• Halogen Lamps

• Hot Plates

• Incense

• Pets (other than fish)

• Toasters

• Water Beds

YOU MAY CONSIDER PURCHASING IN ST. LOUIS

• Bike and Bike Lock

• Board Games

• Blue Tape

• Calendar

• Cleaning Supplies

• Cooking Utensils, Cups, Plates and Utensils

• Desk Lamp

• Dish Soap

• Dry Erase Board & Markers

• Extra Shelving Units, Crates, Plastic Containers, Under-bed Storage Bins

• Face Masks

• Hangers, Shoe Rack, and Plastic Hooks

• Iron/Ironing Board or Steamer

• Laundry Bag and Detergent

• Microwave

• Portable Vacuum

• Postage Stamps

• Power Strips and Extension Cords

• School Supplies

• Small Fan

• Small Refrigerator (no larger than 4 cubic feet)

• Trash Can

• Umbrella

IN A STANDARD ROOM YOU WILL FIND:

• XL Twin bed

• Desk

• Chair

• Dresser

• Blinds

• Recycling Bin

• Talk with your roommate(s) prior to packing so you can avoid bringing duplicate items.

• Save the boxes you bring your stuff in for when you have to pack up again.

• Memorize your room number and campus box number right away.

• You can do a lot of shopping after you arrive and have seen your room.

BEFORE YOU ARRIVE CHECKLIST

Make sure you complete the following before you arrive at WashU!

• Book your flight to St. Louis, arriving to campus by 5 p.m. on August 20.

• Apply for J-1 Entry Visa.

• Pay I-901 SEVIS Fee.

• Select a meal plan option.

• Pay enrollment deposit.

• Activate your WUSTL Key.

• Enroll in Duo two-factor authentication.

• Activate your WashU email account.

• Apply for a WashU student ID.

• Review and edit your WebSTAC user profile.

• Connect with Disability Resources if you require accommodations.

• Complete the Canvas course on subjects: Student Conduct Code, Academic Integrity, and Hazing policies.

• Complete the Sexual Assault Prevention for Undergraduates course.

• Complete your Habif Health and Wellness Center requirements.

• Transfer your medical records and prescriptions to the Habif Health and Wellness Center.

• Contact the Center for Counseling and Psychological Services if you would like a referral for mental health care.

• Check your housing assignment.

IMPORTANT CONTACTS

Dining Services diningservices.wustl.edu • 314-935-7098

Center for Counseling and Psychological Services students.wustl.edu/counseling-psychological-services • 314-935-6695

Habif Health and Wellness Center habif.wustl.edu • 314-935-6666

Office for International Student Engagement students.wustl.edu/office-of-international-student-engagement • 314-935-9612

Office for International Students and Scholars students.wustl.edu/international-students-scholars • 314-935-5910

Residential Life (ResLife) reslife.wustl.edu • 314-935-5050

Student Financial Services financialservices.wustl.edu • 314-935-5900

Student Transitions & Family Programs newstudents.wustl.edu • transitions.wustl.edu • families.wustl.edu • 314-935-5040

University Registrar registrar.wustl.edu • 314-935-5959

This book was created by Student Transitions & Family Programs MSC 1136-332-LL

One Brookings Drive, St. Louis, MO 63130-4899 314-935-5040