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Return InformationRotary Youth Exchange Students 2009-2010 Please read the following information very carefully, as it contains important information regarding your return travel arrangements. All reconfirmation procedures must be completed prior to departure from your Host Country. |
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TICKET / VISA:You are currently holding an "OPEN" ticket. Your ticket is valid for one year from the date of departure listed on your ticket. (Example: if your ticket shows the departure date as July 19, 2009, you must return by July 18, 2010). There are no exceptions, your ticket may not be extended. You must also check the validity of your visa. If you have questions about the validity of your visa, contact the local Authorities. It is your responsibility to depart your host country before the expiration of your visa.
PARENTS:You have or will receive from your IYWT travel agent an e-mail directing you to our website, so you can understand the return procedure and complete an on-line "Return Date Request Form". (This e-mail is also sent to your sponsoring Rotarians). You may wish to forward the e-mail to your student overseas, to direct them to this informational page of our website, as we may not have the student's current e-mail address on file. In order to "CLOSE" your students ticket for their actual return, YOU THE PARENT(s) must complete the Return Date Request Form (located at the bottom of this page) It must be filled out, signed, and returned to our office as soon as possible, but no later than March 1, 2010. The earlier you send the form, the more likely a seat will be available for the preferred return date and the sooner we can return the final ticketing arrangements to you and your student. This form is the only allowable way to close your student's return reservation. . A parents signature must be on this form. Once completed and you hit the Submit button, it will automatically be sent to your student, the sponsoring Rotarian you selected and a copy sent back to you for your records.
STUDENTS:IT'S YOUR WORLD TRAVEL DOES NOT DETERMINE
YOUR RETURN DATE -- YOU THE STUDENT AND ROTARY DO
as you made a commitment before departure as
to your sending/hosting district's program length. Your parents will be contacting you so they can complete the Return Date Request Form. BEFORE YOU GIVE YOUR PARENTS ANY RETURN
DATES: WE ARE CLOSING YOUR "OPEN" RETURN, TO A DEFINITE RETURN DATE. SO YOU MAY NOT CHANGE THE ROUTING, THE DEPARTURE CITY, THE FINAL DESTINATIONS CITY OR THE AIRLINES. AND YOU MAY NOT ADD STOPOVERS, ETC.
CHANGES:Changes must be made by your travel agent at It's Your World Travel! Your "OPEN RETURN" ticket allows ONE free date change. This "CLOSES" your ticket. Any changes to the date after the closure will result in a minimum $250.00 re-issue fee each time you request a change. If you need to make a change, simply notify your parents and they can use the RETURN DATE REQUEST FORM to advise us. This form is REQUIRED for any date change. Changes are not allowed to be made overseas by student or parents without the approval from Rotary first . All parties must agree on the changed return date please have Rotary and your host family assist you in determining your change of date. ALL CHANGES MUST BE APPROVED BY YOUR NORTH AMERICAN ROTARY DISTRICT BEFORE SENDING THE "REQUEST FOR A CHANGE FORM" TO IT'S YOUR WORLD, TRAVEL! SCHEDULE CHANGES:Upon receipt of this itinerary, or the itinerary you receive after sending in the "Request for a Change" form, call the airline to verify your schedule, give them a local phone number to contact you, ask the airline for seat assignments, and the confirmation code for your reservation so that you may monitor your reservations online frequently. Schedule changes occur often, and it is your responsibility to keep track of all schedule changes. We will not send any further itineraries. It is up to the student to advise parents of schedule changes. You will want to check your schedule frequently, approximately once a month up to the time you actually Reconfirm your flights on the day of departure.(see Reconfirmation).
RECONFIRMATION:FAILURE TO RECONFIRM YOUR RETURN FLIGHT MAY RESULT IN YOUR FLIGHT RESERVATION BEING CANCELED BY THE AIRLINE. Once your return reservation has been set, you MUST RECONFIRM YOUR RESERVATION AT LEAST 72 HOURS PRIOR TO DEPARTURE. To do this you must contact each airline (NOT A LOCAL TRAVEL AGENT) listed on your itinerary. When you call each airline give them your flight number, date of travel, and your name. Tell them you are calling to reconfirm your reservation. You must give them your flight number, your local phone number, and verify your seat assignment. Remember, you have paid all charges; however some countries impose a departure tax that is collected at the airport when you leave. Be sure to verify departure tax information with the airline when calling to reconfirm your reservation. You may be charged additional fees imposed by the airline for excess baggage, or if you make more than one date change. REMEMBER YOU MUST DO THE FOLLOWING: CALL THE AIRLINES 72 HOURS PRIOR TO DEPARTURE TO LET THEM KNOW YOU WILL BE TRAVELING. If this is not done YOUR RESERVATION WILL BE CANCELED. Give them your name, flight numbers, and local phone number. This will guarantee your seat on your flights home.
EXIT DOCUMENTS:Some hosting countries may have exit documentation procedures. In order for you to know if this applies in your case, you must contact your host government at least 3 months prior to your departure. In some cases you may be required to meet certain exit requirements. If exit documents are required for your country this process can be time-consuming, and you may not be able to leave that country without doing this, so start early. Your host Rotary Club can help you with these procedures. Certain fees and taxes may be collected at the airport.
BAGGAGE:Free Baggage Allowance: Your airline ticket is a contract. This means you have a contract that preserves the baggage allowance that was used on your Outbound Journey. Therefore, when you check-in for your return flights, you will be able to bring back the same amount as you took. However, some airlines may say they allow only 44 pounds for a particular flight, but if you say you are connecting with an international ticket, this should be waived. Additionally, the airlines are beginning to impose a fee for the actual check-in which may be waived or lessened if you do the baggage check-in on-line.Excess Baggage: If you paid excess baggage charges on the Outbound, then of course, you will have to pay the new excess baggage charges for your return. The excess baggage fee is subject to change and is not protected by your airline ticket contract. And you may have to pay any added 'check-in fee', if you wait to do this at the airport. This can be extremely expensive, so your alternative is to call early, determine approximate costs, then search out other methods: air freight, surface freight, postal service. You should be sending all excess baggage home every few months to avoid excess baggage charges at the airport! Any excess baggage charge is YOUR RESPONSIBILITY! Rotarians and host families though generous, DO NOT HAVE THE FUNDS to cover baggage charges! Check your luggage through to your final destination.You will be required to pick up your luggage to go through customs, but it will be much easier to re-check after customs, if you have checked it through to your final destination. . If you have a forced overnight, check your bags only that far and recheck them the next day. KNOW BEFORE YOUR CHECK-IN! Make sure you know what to pack, what to carry, so before going to the airport. Go to www.tsa.gov on-line to know the latest security requirements, or ask the airlines, as restrictions may vary over time.
HOTELS:As of the date of this booking, all forced overnights were unavoidable due to airline schedules; have your parents check with us a few months prior to your return for improved scheduling. If you must stay overnight en-route, contact your hosting Rotarians, they may have responsible Rotarians in the overnighting city that can host you for the night OR ask your parents to call us at It's Your World, Travel! to book you a room at an airport hotel. This cost is not included, so be prepared to send the hotel a one night's deposit if required, or pay for the hotel room upon arrival. Most airport hotels offer free transfers to and from the hotel, and most have free phones from the baggage claim area to call for an airport pickup. BE SURE TO ADVISE YOUR PARENTS OF YOUR PLANS
CUSTOMS / IMMIGRATION:You will have to go through customs and immigration at the first arrival airport in your home country. Canadian citizens are allowed to return with CAD $750 duty-free, US citizens are allowed USD $800 duty-free. Duty Tax is payable on purchases or gifts received over those amounts. The above amounts were correct at the time this was sent, it is a good idea to double check, as the Duty Free amount may change. Forms will be given to you on the airplane. List everything, as the customs folks are quite fair and smart!
IF YOU DO NOT FOLLOW THESE RECONFIRMATION PROCEDURES, YOU WILL HAVE NO FLIGHTS HOME.
If you have followed all the information above, on your day of departure, check-in at least 3 hours early with your passport, any exit documents if required and your ticket or e-ticket confirmation code in hand. HAVE A GREAT TRIP HOME AND REMEMBER "IT'S YOUR WORLD SO WHY NOT TRAVEL!"
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