| help_me_im_lost.pdf |
Hello International Representatives!
At this time, we are pleased to inform you that you are welcome to book flights for students that you have received a placement notification AND confirmation from CIEE on the host family’s arrival preferences or NYO assignment. Importantly, for our ICOs, we will be including a range of dates for arrival that work for the host family’s availability instead of assigning one single ICO date. Given how difficult and expensive it has been to book flights in recent seasons, we hope this adjustment makes it easier to book flights and helps eliminate email back and forth about alternative arrival dates.
Please note that students must arrive within the host family’s stated arrival preferences and are not permitted to travel within the U.S. prior. Once we receive flight information in Beacon, we will formally set the ICO after ensuring it matches the host family’s stated availability. Please read this email carefully and reach out if you have any questions or concerns.
ICOs For Placed Students (as of 4/20): We have gathered information on host family’s arrival preferences and will send a separate email with the host family’s arrival preferences.
ICOs For Placements (after 4/20): As students are placed, our placement notification emails will now include the host family arrival preferences along with the host family and school placement information.
For students attending NYO: For already placed students, we will send NYO assignments in a separate email. As we send Placement Notifications, we will now include students’ NYO assignments. For placed students, you can also view their NYO assignment under the “Travel Details Section.”
If your placement email does NOT have information on the host family’s preferred arrival dates, or if you have not received information about already placed students, please reach out to HSOps. We have worked diligently to gather dates from host families and the placement team, but occasionally have not yet received confirmation.
Similarly, if you have specific date adjustment requests, please let us know as soon as possible and we will be happy to assist you. If a host family is asking your student to arrive on a different date than what is assigned in Beacon, please email HSOps and include a copy of the communication from the host family requesting the new date. With this evidence, we will be able to quickly make the change directly in Beacon, without duplicative additional reach out to the host family.
Finally, if you are booking a flight using unaccompanied minor status, please make sure to notify HSOps and let us know of any information the airline is requesting and documentation the host family will need to pick up their student. Please also include these details in the Travel section of the student’s Beacon application.
Before booking any flights, please review the information below and contact us if you have any questions about flight procedures or your student’s assigned arrival dates prior to purchasing flights.
CIEE Flight Booking Policies:
Submitting Purchased Flights to CIEE:
At this time, we are pleased to inform you that you are welcome to book flights for students that you have received a placement notification AND confirmation from CIEE on the host family’s arrival preferences or NYO assignment. Importantly, for our ICOs, we will be including a range of dates for arrival that work for the host family’s availability instead of assigning one single ICO date. Given how difficult and expensive it has been to book flights in recent seasons, we hope this adjustment makes it easier to book flights and helps eliminate email back and forth about alternative arrival dates.
Please note that students must arrive within the host family’s stated arrival preferences and are not permitted to travel within the U.S. prior. Once we receive flight information in Beacon, we will formally set the ICO after ensuring it matches the host family’s stated availability. Please read this email carefully and reach out if you have any questions or concerns.
ICOs For Placed Students (as of 4/20): We have gathered information on host family’s arrival preferences and will send a separate email with the host family’s arrival preferences.
ICOs For Placements (after 4/20): As students are placed, our placement notification emails will now include the host family arrival preferences along with the host family and school placement information.
For students attending NYO: For already placed students, we will send NYO assignments in a separate email. As we send Placement Notifications, we will now include students’ NYO assignments. For placed students, you can also view their NYO assignment under the “Travel Details Section.”
If your placement email does NOT have information on the host family’s preferred arrival dates, or if you have not received information about already placed students, please reach out to HSOps. We have worked diligently to gather dates from host families and the placement team, but occasionally have not yet received confirmation.
Similarly, if you have specific date adjustment requests, please let us know as soon as possible and we will be happy to assist you. If a host family is asking your student to arrive on a different date than what is assigned in Beacon, please email HSOps and include a copy of the communication from the host family requesting the new date. With this evidence, we will be able to quickly make the change directly in Beacon, without duplicative additional reach out to the host family.
Finally, if you are booking a flight using unaccompanied minor status, please make sure to notify HSOps and let us know of any information the airline is requesting and documentation the host family will need to pick up their student. Please also include these details in the Travel section of the student’s Beacon application.
Before booking any flights, please review the information below and contact us if you have any questions about flight procedures or your student’s assigned arrival dates prior to purchasing flights.
CIEE Flight Booking Policies:
- Please avoid booking complicated flights itineraries with many layovers. Students can get confused leading to unnecessary stress. All itineraries must allow at least a 1 hour layover time between flights (keeping customs in mind for arrival flights). Ensure all students’ flights to their host family are booked on one itinerary to avoid students needing to collect baggage and check back in at their connecting airport. We will ask you to change flight plans for anything that does not meet the requirements above.
- Ensure your students are traveling with a copy of their Temporary ID Card (PDR), “Help Me, I’m Lost” form, and the CIEE Travel Emergency number. The emergency number is 1-800-448-9944 → press 1. Students should be instructed to call the emergency line if they are significantly delayed (overnight) or are re-booked on a new flight.
- Students should fly into their airport assigned and within in the date range listed in their placement notification. Any deviations must be approved by the CIEE home office prior to booking.
- Students cannot travel in the U.S. prior to CIEE orientation, either In-Community Orientation or New York Orientation There are no exceptions to this policy.
- CIEE is unable to reimburse for flight change fees, under any circumstances. Please ask if you have any questions before purchasing flights.
Submitting Purchased Flights to CIEE:
- Once flights are booked and confirmed please upload a copy of the ticket in PDF format to the student’s application under the “Travel Details Section.”
- The confirmation number must be included so that we can assist students with cancelled or changed flights at the orientation. I’ve also attached a helpful PowerPoint with more information on this Beacon feature.
- If you have flight booking questions, please reach out to [email protected].