IAI/UM Summer Institute 2000 - Logistic Information for participants

Letter of Invitation – Observership Agreement

ALL participants will receive a letter from the University of Miami inviting them to attend the Summer Institute. This letter is different from that which participants should have received on IAI letterhead and signed by Drs. Rabuffetti and Brown. The University of Miami letter will state that participants will attend the Summer Institute under an "observer" status. This means two things. First, the letter states that participants will not perform work other than the activities planned for the Institute, and will not receive any monetary compensation (beyond expenses, such as housing and meals). After arriving in Miami, participants will be asked to sign an "Observership Form" (a copy may be mailed to participants as part of a pre-Institute package), that implies acceptance of the "Observer" status.

As of this writing (June 8, 2000), letters of invitation have been sent to all participants. Visa information was sent in the same package to participants from outside the United States.

Passport and Visa Requirements

This section is relevant to Institute participants who are not citizens or permanent residents of the United States.

Institute participants who are not citizens or permanent residents of the United States will need a valid passport to enter the United States. Note that US Immigration may require that a passport be valid for a certain period after your expected date of departure from the US. In other words, if your passport is about to expire, even if its valid for a few days after you plan to leave the US, renew it immediately! In most cases, participants who are not citizens or permanent residents of the United States also will need a valid entry visa issued by a United States Consulate.

Getting a US entry visa. In addition to the official letter of invitation from the University of Miami (see previous item "Letter of Invitation - Observership Agreement"), participants who are not citizens or permanent residents of the United States will receive a second letter with specific instructions as to what type of visa (if any) they need to obtain, and what information is necessary to request it.

Entering the United States. An I-94W Form (Arrival/Departure Record) will be distributed to international participants on their flight to the United States. Participants should fill out the Form (if needed, instructions are usually available in the airlines' magazines). When going through Immigration checks at Miami International Airport, participants should present the invitation letter, their passport, the Form I-94W and their round trip airline ticket to the US Immigration and Naturalization Service (INS) Inspector. The INS Inspector will stamp and return the Form I-94W, indicating immigration status and the length of authorized stay in the US. Participants need to retain this document as it constitutes the record of their arrival to and departure from the United States.

Travel Arrangements

Tourist-class round-trip tickets between the airport closest to the participants' home institutions and Miami will be provided by the Institute organizers (unless specific arrangements are made in advance). Whenever possible, travel must take place on US airlines. Participants will be asked to provide the organizers with desired dates of departure and return. The organizers will provide a possible flight schedule. Once a participant agrees to this schedule, any expenses associated with changes will have to be covered by the participant.

Electronic vs. "paper" tickets. To save expenses associated with mailing airline tickets, whenever possible electronic tickets will be issued. An electronic ticket reservation code will be sent to participants so they can confirm their flights with the airlines, request seat assignments, or request frequent flyer miles. Participants may contact the airlines prior to the departure date to verify that the electronic ticket order has been received. If it is not possible to issue electronic tickets for some participants (e.g., if a participant has to fly on two different airlines to get to Miami), tickets will be mailed via courier and participants will be notified when tickets are sent.

Airport departure taxes. When we issue the tickets, we will try to include any airport departure taxes required. If any participant has to pay an airport tax, he/she should request a receipt showing the amount paid, so we can reimburse that expense. Expenses incurred in getting to the departure airport will be responsibility of the participant or his/her institution and will not be reimbursed.

Participants arriving on international flights. Follow signs saying "Customs" or follow the rest of the passengers. First you will go through Immigration checks (have your passport and letter of invitation ready, and a filled I-94 Form). Then you go to claim your luggage (look for "Baggage Claim" signs). After you have your luggage, you go through one more Customs check (you hand in the Customs form they give you on the plane) and follow signs to "Land Transportation".

Most participants will arrive in the Customs area located at Level 1, near Concourse D of the Miami Airport (there is another Customs area near Concourse B). As you exit the Concourse D Customs area through a set of double glass doors, go to your left. You will see a long glass wall with people waiting for passengers on the other side. Look for someone with a fluorescent red "IAI" sign behind the glass wall. Institute organizers will try to meet all participants upon arrival to the Miami Airport. If you do not see anyone waiting for you, wait for a reasonable time (20-25 minutes). A useful meeting place may be near TV monitors showing departures and arrivals. If nobody comes within a reasonable period, exit the airport hall, and you will find taxis waiting there. Take a taxi to the University of Miami Coral Gables campus and ask to be dropped off at Mahoney Hall (see map of the Coral Gables campus). The cost of the taxi ride should be about $20-25 (remember to ask for a receipt so we can reimburse you).

Participants arriving on domestic flights or flights from Canada. You will be met as you exit the concourse where you arrived and enter the main airport hall on Level 2 (you will see the security checks in that area). That is, we will try to meet participants BEFORE going to the lower level of the airport to claim luggage. As you enter the main airport hall, look for someone with a fluorescent red "IAI" sign. If you do not see anyone with the sign, wait a few minutes. If no one arrives after 10-15 minutes, proceed to the lower level (Level 1) to claim your baggage. Then exit the airport, take a taxi to the University of Miami Coral Gables campus, and ask to be dropped off at Mahoney Hall (see map of the Coral Gables campus). The cost of the taxi ride should be about $20-25 (remember to ask for a receipt so we can reimburse you).

Health Insurance

Because of the high cost of medical treatment, all Institute participants must have health insurance during their stay in Miami. Health insurance will be provided by the Institute organizers to participants who are not US citizens or residents, or who do not have other insurance.

The insurance company regulations require that the insurance forms be filled out by participants once they arrive in the United States. Forms will be distributed and filled during the Institute Orientation Session (Sunday, July 16, 2000). This means that insurance will not be active until Monday or Tuesday (we will fax the forms as soon as they are filled out). If participants feel uncomfortable about traveling without insurance, they can purchase their own travel insurance for the first 2-3 days (the Institute will not cover this expense). This can generally be done before departing for Miami.

Participants will be given a card to carry with them with a telephone contact number for the insurance company (this card should be presented when requesting medical assistance). IN CASE OF A SERIOUS HEALTH EMERGENCY PARTICIPANTS SHOULD CALL AN AMBULANCE DIALING 911 ON ANY TELEPHONE. DO NOT WAIT! The following hospitals are available to participants for emergency care:

Housing and other facilities

All Institute participants will stay at the Main Campus of the University of Miami in Coral Gables (see map of Coral Gables Campus). The Coral Gables Campus is about 8.5 miles from the Rosenstiel School, where most Institute activities will take place.

Participants will be housed in Mahoney Residential College, a residence hall at the University of Miami's Main Campus in Coral Gables (about 8.5 miles from the Rosenstiel School).

All participants will have single air-conditioned rooms with a bed, a desk and a closet with drawers to store clothes. All room have private bathrooms and local telephone service. You will be able to receive telephone calls (a number will be assigned to you when you check-in) but to make long distance calls you will need to buy telephone cards or access a long-distance system through a 1-800 number.

Housing provided by Institute organizers will be available between Saturday July 15, 2000 and Saturday, August 5, 2000 (one day after the end of Institute activities). Participants arriving in Miami before Saturday July 15, 2000 can stay at the UM dormitories, but they will have to (a) make prior arrangements with Institute organizers, and (b) cover the lodging expenses until July 15. All participants must check out of their rooms by noon Saturday, August 5, 2000. Participants staying in the Miami area after August 5, 2000 should make their own lodging arrangements.

Mailing address. If you want to give a mailing address to family or friends, they can write to you at

Dormitory security. Access doors to Mahoney Residential College are locked between 10:00 PM and 8:00 AM for security reasons. Upon arrival, unaccompanied participants must use a telephone located just outside the entrance to request entry. After checking in at the front desk, each participant will be given an access card to the building and a room key. The access card unlocks doors to the residence hall after hours. Participants should carry the access card and room key at all times. Participants will be responsible for any expenses associated with the loss of the card or key. In case of a lost card or key, please notify the Front Desk of Mahoney Hall.

Sheets, towels, and laundry. Sheets, a blanket, a pillow, and towels will be provided (participants do not need to bring their own). Sheets and towels will be changed once per week. Every Friday, participants should bring the used sheets and towel down to the Front Desk, where they will receive a clean set. There are coin-operated laundry facilities (washers and dryers) in floors 2 and 3 of the dormitory building. The cost is 75 cents for the washer and 75 cents for the drier.

Electric appliances. Participants considering bringing electric appliances with them (electric razors, small radios) should remember that the electrical outlets provide 110 V power.

TIP FROM LAST YEAR'S PARTICIPANTS: These are a few items that last year's Institute participants suggest you bring:

Access to e-mail at the dorms. We have arranged for Institute participants to have access to a computer lab in the residence hall. In this way, participants can check their e-mail in the evenings (after returning from the Rosenstiel School), and during the weekend. The computer lab has 22 persdnal computers (2/3 PCs, 1/3 Macintosh Imacs) with Internet access (Netscape and Explorer), FTP software, the Office suite, and some other software. Access to the computers will be available as follows:

Meeting room. The Mahoney Hall Library (not an actual library, more like a study room) has been reserved for the duration of the Summer Institute, in case participants want to hold meetings or discussions during the evenings (6-10 PM). The Library has various tables and chairs which can be arranged in various configurations according to the needs of the group. There are couches and tables in the building's lobby for informal conversations.

Vending machines. There are vending machines (dispensing drinks, snacks, ice cream) near the Front Desk. A change machine ($1 and $5 bills) can be used to obtain change for the washers/dryers. There is a coin-operated copying machine near the vending machines.

Whitten University Center. The Norman J. Whitten University Center is the hub of student life and activities on the Coral Gables campus. Located here are the food court, bookstore, post office, outdoor swimming pool, and a convenience store. An information desk is in the first floor lounge.

Convenience Store. A convenience store is available in the Whitten University Center building. The store offers drinks, snacks, canned foods, toilet paper, laundry detergent, etc. Participants should be aware that the cost of goods in the convenience store is higher than in out-of-campus stores. An alternative location to buy these items may be an Eckerd store on US1, a block down from the dormitory.

UM Wellness Center and Swimming Pool. Institute participants can use the UM Wellness Center, which has exercise machines, free weights, racquetball and squash courts, and a covered swimming pool. There is a charge of $20 for the 3-week period. Participants can also access the open-air swimming pool at the Whitten University Center for a charge of $2 per use. Hours of operation for the open swimming pool are: Monday through Friday 11AM to 7PM, Saturday and Sunday 12AM–5PM.

Otto Richter Library. The Otto G. Richter Library is the general research library and the largest among the University of Miami Libraries. We are making arrangements for Institute participants to be able to access the Richter Library (although no materials can be checked out). Library hours are listed here.

Campus Religious Centers. Grouped together on Stanford Drive near the residential colleges are the Wesley Foundation, Christian Science Organization, Baptist Student Union, the Episcopal Anglican Church Center, and the Hillel Jewish Student Center. The Catholic Student Center is located at St. Augustine Catholic Church on Miller Road (on the west side of campus).

Lowe Art Museum. The Joe and Emily Lowe Art Museum features an extensive permanent collection of Renaissance, Baroque, American, Native American, and Asian art. The Lowe is open to the public and offers an annual schedule of exhibitions, lectures, children's programs, and special events. The museum also includes an interesting gift shop just off the lobby. The popular outdoor Beaux Art Festival is held in conjunction with the Lowe Museum each January.

SAFETY TIP. For the safety of participants, there are security telephones (indicated with a blue light) throughout the Coral Gables Campus. Anyone walking around campus and having concerns about personal safety can pick up the phone and request assistance.

Meals

Breakfast and lunch will be provided to participants from Monday to Friday at the Rosenstiel School Cafeteria. Participants will be given breakfast and lunch vouchers to be presented to the cafeteria's cashier. The vouchers cover only the items detailed on the voucher. Extra items will have to be paid by each participant.

A dinner allowance ($25) will be given to participants during Institute weekdays. During weekends, participants will receive a $45 per day allowance to cover all meals. Weekend meal allowances will be provided from the day a participant arrives in Miami (but not prior to Saturday July 15) to Saturday August 5 (the day after the end of the Institute). Participants arriving in Miami earlier will have to cover their own meal and lodging expenses until Saturday July 15.

The allowances will be reduced proportionally when meals are provided as part of the Institute's activities (e.g., coordination meetings). For example, a deduction will be made for the opening dinner.

Meal allowances and breakfast/lunch vouchers will be distributed on a week-by-week basis. The first distribution will take place during the orientation session on Sunday July 16, 2000. Therefore, participants arriving earlier should bring enough funds to pay for their meals during the first few days. Remaining vouchers and meal stipends will be distributed on July 21 and 28 (the first and second Fridays of the Institute).

Where to eat? There are several restaurant, fast food places and coffee houses within walking distance of the dormitories in the Coral Gables campus. There are fast food places (Burger King, MacDonalds, Dennys) and coffee houses (Starbucks) just across Ponce de León and US1 from the dorms. A little further south along US1 there is a Fridays restaurant. Participants also may order pizzas by telephone, and they will be delivered to Mahoney Hall. A list of fast food places and restaurants will be provided to participants upon arrival.

Local Transportation

A shuttle bus will transport participants between the University of Miami dormitories and the Rosenstiel School, where Institute activities will take place. The shuttle will operate only Monday through Friday, with the exception of the orientation session on Sunday July 16, 2000. Shuttle departure times and bus stop location will be announced during the Orientation Session.

There is a Metrorail stop within walking distance of Mahoney Residential College. Metrorail is a 21-mile, high-speed, elevated rail system connecting downtown Miami with its southern suburbs (it ends near the Dadeland shopping mall). The fare for the Metrorail is $1.25 (exact change is needed). Metromover is a 4-mile single-track system which circles downtown and has convenient stops at many popular shopping and business sites. The fare for the Metromover is $.25. Participants taking a combination of bus and Metrorail can request a "transfer" (another ticket) which will allow use of both for a smaller price. For Metrorail information telephone (305) 638-6700.

A map showing the relative locations of the Coral Gables campus, the Rosenstiel School , and Miami International Airport is available here.

Weather and clothing

The weather in Miami is hot and humid in July and August (and in September, and in October...). Participants should bring comfortable, informal clothing (shorts are acceptable attire in Miami). Participants may consider packing a nicer pair of pants or a nice skirt/dress for the opening and closing dinners. Even at these events, dress will be fairly casual (that is, no ties allowed!). Be sure to bring a bathing suit and tennis shoes for any "beach sampling" activities. If you plan to go to the beaches, be aware that the sun is very strong. A hat and sunglasses may help. Bring or buy adequate sunscreen for your protection.

Hurricane Plans

The months of July and August are in the middle of the Atlantic hurricane season. It is possible that a hurricane alert will be issued while the Institute is in progress. The Institute organizers have developed a hurricane emergency plan, which will be discussed during the orientation session on Sunday July 16.

The rooms at Mahoney Residential College are rated as hurricane shelter (that is, participants would stay there in case a storm approaches Miami). The building has its own electricity generator. Institute organizers will provide any necessary supplies.

Page last Updated:	Wednesday, July 5, 2000 at 4:15 PM
Contact:	Guillermo Podestá (gpodesta@rsmas.miami.edu), Summer Institute Science Coordinator Telephone:+1.305.361.4142

Logistic Information for Institute 2000 Participants

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