Travel Logistics

Connexxus is the UC systemwide travel program designed to simplify and enhance the travel experience for those planning UC-related travel. Offering exclusive discounts and a variety of booking options, Connexxus provides value, flexibility, and convenience. Developed by the UC Travel Management Council and overseen by Central Travel Management, this program ensures that UC-negotiated prices for airlines, hotels, and car rentals are automatically applied when booking through the platform. By logging into Connexxus, travelers can access booking tools, agent contact information, and guidance to select the best options for their unique travel needs. This is an optional resource for UC travelers. You may arrange travel through Connexxus, but you are not required to use this service.

Check that your passport is current and valid for at least 6 months after the scheduled end date of your time abroad. Your passport should also have at least 3-4 blank pages. If needed, review information on applying for or renewing a US passport. 

Depending on your destination, time in-country, and type of work you will be doing, you may be required to obtain a visa before your travel. US citizens can review the visa information available on the individual Travel Advisories provided by the US Department of State. 

Once you confirm your program participation and dates of travel, you will need to explore and confirm your travel arrangements. Planning the logistics of your study or training abroad experience is key to ensuring a smooth transition and minimizing stress once you arrive. Here are some important considerations to keep in mind.

Housing Arrangements

Research your housing options thoroughly before departure. If possible, connect with someone - like a PI, mentor, or previous UCSF student traveler -  who has lived in the area to gain insights about the location, amenities, and commute. Avoid cutting costs on accommodations only to spend extra time and money traveling to and from your program site. One month before your departure, confirm your housing arrangements and share the details with your family, friends, program advisor, and staff. Also, inquire about the basic living conditions—where will you eat, how water is supplied, and the best modes of transportation to navigate the area. Contact Travis Pentz to review the safety and security of specific neighborhoods or lodging options. 

Communication Plans

Think ahead about how you will stay connected while abroad. Will you use your current cell phone plan, purchase a local SIM card, or invest in a phone card? Alternatively, you might consider buying a local phone for ease of communication. If you plan to bring your computer, ensure you have the necessary adapters or chargers for your destination. Develop backup plans in case your primary communication method fails. It’s also critical to schedule regular check-ins with your program advisor and establish protocols for notifying someone if you decide to take a side trip.

Cultural Norms

Understanding local customs and cultural expectations is essential for a positive and respectful experience abroad. Research the social norms, etiquette, and communication styles in your host country ahead of time. For example, learn how people greet each other, interact in public spaces, or conduct business. Be aware of dress codes, dining etiquette, and expectations in clinical and educational spaces, which may differ from what you’re accustomed to. Additionally, familiarize yourself with any local laws or policies that could impact your daily activities. Adapting to cultural norms not only helps you avoid misunderstandings but also enriches your experience and demonstrates respect for your host country.

Traveling with Tech

Before traveling, ensure your electronic devices are compatible with your destination’s power supply and plug types. Many countries use different voltage standards and outlet designs, so you may need to purchase adapters or converters for items like laptops, phones, and chargers. Check whether your current devices can function on dual voltage (e.g., 110-240V) or if additional equipment is required. If you plan to use Wi-Fi or mobile data, research the availability and reliability of internet access in your area. Having tech essentials sorted out will help you stay connected and avoid unnecessary disruptions during your trip. Review the Office of Ethics and Compliance's Preparing for International Travel page and the UC Office of the President's IT Guidance page for important information regarding bringing electronic devices and sensitive information abroad. 

Transportation and Daily Living

Understanding the daily logistics of life in your host country is crucial. Research transportation options—will you need a transit pass for buses or trains, or is walking more practical? Familiarize yourself with dining options near your housing and program site, and learn about how water is supplied and whether you need to take precautions, such as boiling or filtering. Knowing these details in advance will help you adapt quickly to your new environment.

Traveling with certain research materials or medications may require a Customs Baggage Letter or Declaration. Work with your advisor to determine whether this document will be required for entering countries abroad or reentering the US.

The following list of documents may be needed while traveling. After obtaining all necessary documents, make two photocopies of each. It is recommended that you leave one set of copies with your UCSF program or school, and another with a personal contact. You may also want to store electronic versions that you can access when connected to the internet.

• Travel and program itinerary
• Information page of your passport
• Visa(s)
• Travel insurance card(s)
• Immunization records
• Letter of Agreement from host site, if needed
• UCSF Emergency Packet
• UCSF Student International Travel Approval Request Form
• Driver's License and Student ID Card
• Copy of credentials, if licensed
• Credit cards (and emergency numbers, if lost)
• Prescriptions

All travelers should consider preparing a travel health kit with items that may be needed abroad, especially those that may be difficult to find during your travels. Review the CDC Travelers' Health page for more detailed recommendations. 

If you will not have access to sufficient PPE supplies abroad, contact Travis Pentz to discuss access to PPE through UCSF prior to your departure.

When packing your carry-on luggage stay within allowed dimensions and don't forget:

• Airplane ticket
• Passport and visa(s)
• Immunization record
• ATM and Credit Card(s)
• Travel Insurance Card(s)
• Driver's License and Student ID Card
• Emergency Contact Information
• Folder of photocopied documents
• Emergency Wallet Card (from UCSF Emergency Packet)
• Personal Protective Equipment
• Medical or research equipment
• Local currency

By taking proactive steps to manage your finances, you’ll minimize stress and ensure that money matters don’t interfere with your academic or clinical goals while abroad.

Secure Multiple Payment Methods

No single payment method works everywhere, so it’s important to diversify. Bring an international ATM card, a credit card with no foreign transaction fees, and a small amount of cash in the local currency (or a small amount of US dollars to exchange upon arrival). Traveler’s checks are less commonly used today, but if your destination accepts them, they can serve as a backup option. Research the availability of ATMs near your program site and confirm whether your cards will work in foreign machines. Contact your bank to ensure your PIN is compatible with international ATMs, as some countries require 4-digit numeric PINs only.

Notify Your Bank and Credit Card Providers

Before departure, inform your financial institutions of your travel dates and destination(s) to prevent your accounts from being flagged or frozen due to suspicious activity. Many banks allow you to set travel notices online or through their mobile app. While you’re at it, inquire about any fees associated with foreign transactions, ATM withdrawals, or currency conversions, so you can budget accordingly.

Understand Currency Exchange and Local Banking Norms

Familiarize yourself with the currency exchange rate for your destination and keep an eye on fluctuations to avoid overpaying. Research whether currency exchange is better handled at banks, airport kiosks, or local vendors. Be cautious of high fees or unfavorable rates at tourist-heavy locations. If you’re staying in one place for an extended period, consider setting up a local bank account, especially if you’re receiving stipends or payments abroad.

Prepare for Emergencies

Always have a financial contingency plan. Carry an emergency stash of cash in a secure location separate from your wallet—such as a hidden pocket in your luggage or a travel-safe money belt. Store digital and hard copies of your credit card numbers, bank contact information, and travel insurance details in case your cards are lost or stolen. If you encounter financial difficulties abroad, know how to contact your bank or credit card provider for assistance—they may be able to issue a replacement card or wire you funds.

Budget Wisely for Daily Living Expenses

Unexpected costs can add up quickly, especially in unfamiliar environments. Research the cost of living in your host country, including transportation, meals, and basic necessities. Factor in additional expenses like program fees, visa costs, or international phone plans. If you’re unsure how much you’ll need, consult with mentors, peers or other previous travelers for realistic budgeting advice—and always leave room for emergencies or unforeseen expenses.

Photography can be a powerful way to document and share your experiences abroad, but it’s important to approach it with sensitivity, respect, and an awareness of ethical and cultural considerations. Here are some guidelines to help you take and share photos responsibly:

Ethical Considerations

When photographing people or environments, avoid situations that could violate privacy or confidentiality. For example, do not take photos in settings where individuals might be stigmatized or endangered, such as those related to HIV care, abortion services, or LGBT rights. If the individuals in your photo are not identifiable, consent may not be needed. However, if your photos can identify individuals, always obtain their explicit consent beforehand.

UCSF Protocols for Photography

If you plan to use photos for UCSF websites, public materials, or educational purposes, it is mandatory to obtain consent from the subjects—whether they are patients or non-patients. Some institutions abroad may also require their own consent forms. For more information on UCSF photography standards and consent forms, visit the UCSF Photography Guidelines.

Photography for Personal Use

When taking photos for personal use, always prioritize respect and integrity:

• Before Photographing: Obtain the subject’s consent, especially for close-ups. Consider the purpose of your photo—are you aiming to inspire hope, document reality, or expose wrongdoing? Avoid influencing or manipulating emotions or situations for the sake of the image.
• While Photographing: Protect privacy by photographing subjects from behind or from angles where they cannot be identified, especially in sensitive settings. Be humble and respectful, particularly during moments of grief or vulnerability, and avoid being intrusive. Building a relationship of trust with your subjects can lead to more authentic and meaningful photos.
• After Photographing: Avoid stereotyping or making false generalizations. Use captions to provide context and avoid misrepresentation. Photos should document the reality of a situation while maintaining dignity and respect for your subjects.

Sharing and Posting Photos

Before sharing photos publicly, ensure they respect confidentiality, especially for children and vulnerable populations. Avoid posting clinical or patient information on social media platforms like Instagram, Facebook, or blogs. Be mindful that posts can be misinterpreted and may damage relationships with host sites or communities. Always verify the accuracy of your captions and ensure your photos are edited minimally to preserve authenticity.

By following these protocols, you can use photography to responsibly share your experiences abroad while respecting the dignity, privacy, and cultural context of your subjects.