What to Do If You Encounter Flight Cancellations or Delays

While our hope is that you arrive at your study away destination without any challenges, we know at times these can occur for a variety of reasons.  Please note that NYU is unable to act as an intermediary between the traveler and airline, but it may be helpful to keep in mind the below tips should you encounter any flight cancellations or delays:

Contact Your Airline First

Number one tip: Whether it’s an airport delay or flight cancellation, contact your airline – immediately.  It is most beneficial to act quickly so that you are able to grab a seat on the next available flight if necessary.  Many passengers will be trying to rebook and options may become more limited the longer you wait.

If Your Flight is Canceled:

  • Multi-task communications: If your flight is canceled or delayed, immediately get in line for a gate agent; at the same time, call the airline (it may be quicker).
  • If you have a frequent flyer status with the airline that gives you access to a priority phone number, using this may expedite the service you receive.

Note: There are no federal requirements that require airlines to provide you with any hotel or meal vouchers due to events outside their control such as weather, but airline policies on this vary. When in doubt, ask. Some will provide you with certain amenities.

If Your Flight is Delayed:

  • Stay in touch with the airline: Follow the tips above; stay connected to your carrier
  • Don’t be late to the gate: Even if you’ve been told your flight is delayed, stay in the gate area. Delays can evaporate and windows of opportunity for take-off can be short; if you’re not present for boarding, you may be out of luck

Note: Always be at the gate at least 20 minutes before departure, minimum.

Ultimately, if you are in an area where you still have access to email or phone service, please contact the appropriate staff member(s) at NYU Berlin listed on your arrival cheat sheet  to forward your updated itinerary.  This is another reason why it is important to have a copy in your carry on.  

Should your updated itinerary arrive outside of the provided transportation window, you will be responsible for getting to housing (but don’t worry – the arrival cheat sheet will have all the relevant details necessary to do so!).  

The staff recognize these occurrences are beyond your control so will work with you to catch up if any material is missed.  On behalf of the entire NYU Global Programs team, we wish you safe travels!

Arrival Cheat Sheet

Don’t leave for Berlin without your Berlin  Arrival Cheat Sheet! It contains helpful information about navigating the airport, getting to your housing assignment, and NYU Berlin contact information. Please provide a copy of this document to your family.

Here are some other things to keep in mind:  

  • Know the time difference between your hometown and Berlin, and discuss a communication plan with your friends and family
  • Know what to expect for meal costs in your host location 
  • Check the exchange rate for dollars to euros regularly 
  • Purchase any necessary voltage convertors and/or adaptors.

And remember these tips from our First Time Traveler post. (They’re actually quite good for everyone!)

Offices Closing for Winter Break

NYU’s Office of Global Programs and Office of Global Services, as well as most other departments around NYU, will be closed for the winter break starting at 4pm EST on Friday, December 23rd. We will reopen on Wednesday, January 4th at 9am EST.  Both the Office of Global Programs and the Office of Global Services will not be monitoring voicemail or emails during this time.

We understand that questions may come up while our office is closed – if so, please use the “Search” tool within this blog to see if we have covered it already (in many cases, we have!). This blog is meant to be your main resource of things to know and do regarding Berlin, and can continue to assist in answering your questions even when we are not available.

Happy New Year and Best Wishes this Holiday Season!

 

NYU Berlin Housing Assignments

NYU Berlin housing assignments are in the process of being made! We’re making every effort to meet student requests as we have in the past, prioritizing roommate preferences and room type. Historically that has often led to mixed/gender neutral apartment shares. Unless by special request, students will be assigned a roommate of the same legal sex but apartments can be mixed. We’ve found that students have been pleased by their pairings and we’re hopeful that will continue to be the case for spring 2017!

If you have any concerns about this possible arrangement, please be in touch with Linn Friedrichs (lf949@nyu.edu) by Monday, Dec. 19th at 12 noon EST.

Submit Flight Details ASAP

If you haven’t submitted your flight details into the Study Away Confirmation Portal yet, please do so as soon as possible.  This will allow staff directly in Berlin to plan for common arrival times and keep an eye on flights to see if there are delays.  Although the deadline to submit your housing preferences has passed, you can still log in to submit your travel details.

We understand some of you have not yet booked your flight or your passport is currently with the consulate or OGS, therefore we ask that you submit your flight and passport details as soon as you are able.

In addition, please also submit these into NYU Traveler, which goes directly to NYU Public Safety.  It should only take you a few minutes and you can get started by taking the following steps:

If you have questions about filling out this form, please refer to this step-by-step guide or the tutorial video.  Should any technical problems present themselves while entering your information into NYU Traveler, you may contact traveler.support@nyu.edu for assistance.

NYU ID Cards

Getting your NYU student ID, known around campus as your NYUCard, is now easier than ever.

First-time card holders: visit photoid.nyu.edu to submit a photo online and, once approved by the NYUCard Center team, have your NYUCard created. Visiting students, please submit a photo ASAP so it can be processed and sent to your study away site ahead of your arrival. The final deadline to submit this is Tuesday, December 15.

Note:  If you receive an automated message after submission instructing you to pick your card up at the ID Center, please disregard.  Your ID will be sent directly to NYU Berlin.

Current and returning students:  Please remember to bring your NYU ID card with you to your study away site! Apply for and pick up a replacement card if you need one by visiting the NYUCard Center or respective campus location, depending on your school. For details, please click here.

Pre-Departure Orientation Recap & Make-Up Quiz

For those of you who could not attend the in-person session, we missed you, but don’t despair. While there is no way we can replicate the orientation, you can view a version of the presentation here: NYU Berlin Pre-Departure Orientation Spring 2017 presentation.

For those who were not at the session, please ensure to read through the presentation in its entirety as I will be sending you a mandatory quiz to test your knowledge and make sure you know the essential information!

Some key points to remember from the orientation:

  • Tisch Professional Track Students: Remember that this information mostly applies to you, but check the “What’s Different” document to be sure you know
  • On-site orientation is Mandatory! All students must arrive on January 23.
  • Please note that housing is ONLY available during the dates of the program, January 23 – May 20!
  • All class attendance and course related field trips are mandatory.  Do not book personal travel until you have arrived and confirmed your syllabi.
  • Bring all the prescription drugs you will need for your entire stay. Make sure you talk to your doctor about getting a prescription for any medication you take regularly for the full 4 months. Do NOT ship medication overseas.

If you have any questions or concerns after you have read through the presentation, feel free to email me.  To be put in touch with an NYU Berlin alum, email global-peer-mentors@nyu.edu.

First Time Traveler? Read these tips!

We’ve heard from many students that this will be their first time traveling outside the country, traveling alone, or even their first time on a plane. We have gathered some practical advice to make your journey to NYU Berlin as smooth as possible!

  • After you purchase your flight, check with your airline about how many bags you can check in, and the maximum weight of each bag. You don’t want to be asked to pay extra for too much luggage.   
  • Get luggage tags and put the NYU Berlin address as contact information in case it is delayed. List a phone number of a close family member or friend in case the airline needs to get in touch about the delayed luggage.
  • Carry a small bookbag with your valuables and all essential items, including a toothbrush, medications, copies of your passport, credit/debit cards, flight confirmation, visa documents (if applicable), laptops/electronics and instructions on how to arrive to NYU Berlin, which will be sent before you depart.. All containers with more than 3oz of liquid (shampoo, etc.) should be packed in your checked luggage.
  • Exchange around 100 USD into the local currency 1-2 weeks before departure. Ask your local bank if they have the currency. It’s good to have cash on hand right when you arrive (and to avoid exchanging money at the airport since the fees are high).
  • Arrive 3 hours before your flight. This will give you time to check in at the airline counter (there may be long lines!), check your luggage, go through security and get to your gate with plenty of time.
  • Airplanes get cold- wear warm clothes on the flight, including socks!
  • If you follow a special diet (vegetarian, halal, kosher, etc.) don’t forget to inform your airline ahead of time. Also take your favorite snacks- it’s no fun to get hangry on the plane!

Study Away Confirmation Portal Due Tomorrow, November 18

Throughout the past few weeks you have received information and access to the Study Away Confirmation Portal.  This is a final reminder that your housing application, required forms, and housing reservation payment) are due November 18.  Please ensure to meet this deadline so local staff can begin making assignments and preparing for your arrival.  You will receive your housing name and address about 1-2 weeks ahead of arrival.

As discussed in the orientation, when filling out the housing application, please remember to have an open mind and flexible outlook. Given the number of students attending, we want to honor requests where possible, but know that this is a bit dependent on your peers’ requests as well as availability. Particularly since there are very limited single rooms, it is likely that demand will far exceed the supply. Please feel free to be in touch with me if you have particular concerns – NYU Berlin staff and I want to assist as best as possible.

Lastly, please note that the portal also has a section for you to input your travel details.  These are due by December 1 (only the housing portion closes November 18 – you can log back in to submit travel details if you don’t have them yet).  This is critical so site staff are aware of when you intend to arrive and can keep an eye on any delays that may occur.  The earlier you can submit these the better so staff can get a sense of common arrival times.