IAI/UM Summer Institute 2001 - Logistic Information for participants

Letters of Invitation, visa status – Observership Agreement

All participants should have received the following letters:

A letter of acceptance for participation in the Summer Institute 2001. This letter was written on IAI letterhead and signed by Drs. Armando Rabuffetti (IAI Director) and Otis Brown (Dean of the Rosenstiel School). This letter was sent at the end of April 2001.
A letter of invitation to an "observership program". This letter was sent on University of Miami letterhead and was signed by Drs. Brown and Ullman. This letter states that participants will attend the Summer Institute 2001 under an "observer" status. This means two things. First, that participants will not perform work other than the activities planned for the Institute. Second, that they will not receive any monetary compensation (beyond expenses, such as housing and meals). This letter was mailed via Express Mail on May 24, 2001.
IMPORTANT: Foreign Institute participants should carry this letter with their passports, as they will need to show it to Immigration officials when entering the United States.

Participants who are not US citizens or residents should have received the following letter:

A letter advising participants of US visa status.

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.

Passport and Visa Requirements

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

Valid Passport. 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. Foreign participants needing visas should have been advised about this in the "letter of visa status" (see previous section).

Getting a US entry visa. In addition to the official letter of invitation from the University of Miami (see previous section), participants who are not citizens or permanent residents of the United States should have received 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. This letter was sent on University of Miami letterhead and signed by Dr. Otis Brown. The letter was mailed via International Express Mail on May 24, 2001.

Entering the United States. An I-94W Form (Arrival/Departure Record) will be distributed to international participants upon check-in or during their flight to the United States. Participants should fill out this form (if needed, instructions usually are available in the airlines' magazines). You will also get a Customs declaration form. When going through Immigration checks at Miami International Airport, participants should present to the US Immigration and Naturalization Service (INS) Inspector their passport, the Form I-94W, the invitation letter, and their round trip airline ticket . 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 the I-94 Form as it constitutes the record of their arrival to and departure from the United States. Participants should bring the Form (together with their passports) to the Orientation Session on Sunday, July 15, 2001.

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. Whenever possible, we will issue electronic tickets for travel to/from Miami. An electronic ticket receipt will be sent to participants so they can confirm their flights with the airlines, request seat assignments, or request frequent flyer miles. 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), "paper" tickets will be mailed.
UPDATE: Electronic ticket receipts or paper tickets were mailed to most participants on May 24, 2001, together with the letters of invitation described above.

Airport departure taxes. When we issue the tickets, we will try to include any airport departure taxes required. If a participant has to pay an airport tax, he/she should request a receipt showing the amount paid (preferably showing the amount in US dollars), so we can reimburse that expense. Without a receipt we cannot reimburse any expenses!

Non-reimbursable expenses. Expenses incurred in getting to the departure airport will be responsibility of the participant or his/her institution and will not be reimbursed. Costs of obtaining a US visa (if applicable) will not be supported.

Participants arriving on international flights. Follow signs saying "Customs" or follow the rest of the passengers. First you will go through US Immigration checks (have your passport and "letter of invitation to the observership" 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 Miami International Airport (note 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.

One of these three people (from left to right, Ed Ryan, Guillermo Podestá or Angel Li) is likely to be waiting for you carrying the IAI sign. Click on the photo to see a larger version (then use the browser's "Back" button to get back to this document.

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 if you do not see someone with the IAI sign 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's Coral Gables campus and ask to be dropped off at Eaton Hall (see map of the Coral Gables campus). The cost of the taxi ride should be about $20-22 (remember to ask for a receipt so we can reimburse you). Go to the Eaton Hall Front Desk and check in (tell the person at the desk that you are attending the IAI/UM Summer Institute).

Participants arriving on domestic flights or 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 (see photo above) right next to the gate. 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's Coral Gables campus, and ask to be dropped off at Eaton 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). Go to the Eaton Hall Front Desk and check in (tell the person at the desk that you are attending the IAI/UM Summer Institute).

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 15, 2001). This means that insurance will not be active until the following Monday (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 at departure airports before getting on the flight for Miami. NOTE: This additional insurance will not be reimbursed.

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 HEALTH EMERGENCY:
	CALL 911. DO NOT WAIT!!! Call an ambulance dialing 911 on any telephone (no coins required on payphones)
	If possible, notify one of your fellow Institute participants; ask him/her to accompany you to the hospital
	Contact Guillermo Podestá at office or home (home phone included in the back of Instiute ID Card)

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 Eaton Residential College, a residence hall at the University of Miami's Main Campus located near Lake Osceola.

All participants will have single air-conditioned rooms with a bed, a desk, and a closet with drawers to store clothes. The closet has a safety box that can be secured with a padlock (to be provided by participants). All room have private bathrooms and local telephone service. You will be able to receive telephone calls (a telephone 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 14, 2001 and the morning of Saturday, August 4, 2001 (one day after the end of Institute activities). All participants must check out of their rooms by noon Saturday, August 4, 2001. For participants leaving later that Saturday, we may reserve one or two hotel rooms so participants can store their luggage or take a shower before leaving. Participants staying in the Miami area after August 4, 2001 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

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 each floor of the dormitory building. The cost is 75 cents for the washer and 75 cents for the drier.

Dormitory security. Access doors to Eaton Residential College are locked 24 hours a day, 7 days a week 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 (there is a $60 fee). In case of a lost card or key, please notify the Front Desk of Eaton Hall.

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

TIP FROM LAST YEAR'S PARTICIPANTS: These are a few items that participants in previous Institutes 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 ground floor of the residence hall (Room 146) . In this way, participants can check their e-mail in the evenings (after returning from the Rosenstiel School), and during weekends. The computer lab has personal computers (16 PCs and 5 Macintosh Imacs) with Internet access (Netscape and Explorer), FTP software, the Microsoft Office suite, and some other software. Access to the computers will be available as follows:

Meeting room. We have reserved a classroom (Room 145, near the computer room) in Eaton Hall so participants can have working meetings in the evenings or weekends. Also, each floor has a study hall (participants can use their access card to unlock it) that can be used for smaller meetings. Additionally, informal gatherings can take place in seating areas in the lobby of Eaton Hall or outside, in a patio area.

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 (near to McDonalds), 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, but participants need to register during Orientation (Sunday July 15). 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

Meal vouchers. 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. The breakfast and lunch vouchers will be distributed during the orientation session on Sunday July 15, 2001.

Meal allowance. An allowance of $30 per day will be given to participants to cover evening and weekend meal expenses. The allowances will cover the period from the day of the participant's arrival in Miami to Saturday, August 4, 2001. The allowances will be disbursed as a check in the participant's name. The meal allowance checks will be distributed during the orientation session on Sunday July 14, 2001. We will drive participants to a bank where they can cash the check sometime during the first couple of days of the Institute (most likely, on Tuesday July 16, 2001). Therefore, participants should bring enough funds to pay for their meals during the first few days, until they can cash the meal allowance checks.

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 and closing dinners. The amounts to be deducted will be discussed during the orientation session.

Where to eat in the evenings or weeekends? 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, McDonalds, Dennys) and coffee houses (Starbucks) just across Ponce de León and US1 from the dorms. A little further south along US1 there is a TGI Fridays restaurant. Participants also may order pizzas by telephone, and they will be delivered to Eaton 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 15, 2001. Shuttle departure times and pick up location will be announced during the Orientation Session.

There is a Metrorail stop within walking distance of Eaton Residential College, on Ponce de León Boulevard. 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 $0.25. 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...). Average minimum and maximum temperatures are 25 and 32 degrees C. 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 15.

The rooms at Eaton 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. In case of a storm warning, Institute organizers will provide any necessary hurricane supplies (flashlights, canned food, water, etc.).

Logistic Information for Institute 2001 Participants

Maps