Microsoft word - predeparturehandbook-summer2010.doc

The Institute at Palazzo Rucellai ACADEMIC CALENDAR SUMMER 2010
National Holiday
(Foundation of the Italian
Republic) – Institute Open/
Classes in Session
Holiday in Florence (John the Baptist, Patron Saint of Florence) Institute Open/ Classes in
Session
Wednesday - Thursday, June 30 – July 1 NOTE: Students cannot be housed until the official arrival day. Students who
arrive before then must find their own accommodations until the program begins.
The Institute is not responsible for students who arrive early. No student may
remain in the Institute housing after the vacate date. NO exceptions can be made.

Please note that all students participating in the program must be present in
Florence on Thursday, May 20. Likewise, no student may be absent from
orientation.
FLORENCE AND ITALY
LOCATION
Florence is located in the central Italian region of Tuscany. The area is known for its picturesque
countryside, which forms the background of many Renaissance paintings. Wine from the Chianti area,
between Florence and Siena, is world famous and Tuscan olive oil is perhaps the finest in the world. The
Carrara marble quarries in the northwest part of the region, from which Michelangelo’s sculptures were
carved, continue to produce the purest forms of Italian marble.
Florence is bordered on the north by the hill town of Fiesole and on the south by the hills of Bellosguardo.
The city itself is divided by the Arno River, which flows towards Pisa. Several bridges connect the city to
the Oltr’arno, “the other side of the Arno”. The city’s population is approximately 500,000 inhabitants.
THE INSTITUTE AT PALAZZO RUCELLAI
The Institute at Palazzo Rucellai is located on Via della Vigna Nuova, 18. The palazzo, constructed 1455-
1470, was designed by the great architect Leon Battista Alberti and is one of the most famous and beautiful
buildings of Renaissance Florence. Palazzo Rucellai is still the property of the Rucellai family, which has
allowed two floors to be used by the Institute. Our students, therefore, attend class and study in the grand,
frescoed rooms of one of the great residences of the world. In addition to the classrooms and library there
are two computer labs, a study room with laptop ports, and a student lounge. The entire Institute has
wireless access.

DOCUMENTS
PASSPORT
All students must have a valid passport. If you do not have a passport, you can obtain a passport application
form from your county court house or post office. Follow the printed instructions carefully and allow at
least 6 weeks for processing.
It is wise to record your passport and credit card numbers, and to leave this information with a family
member as well, in case of loss or theft. Making photocopies is also a good idea.
VISA
Study Visas are required for all students coming to the summer program at the Institute. You will be
receiving an official acceptance letter from the Director, which must be brought, along with the other
required documents, to the Italian consulate in your area. Begin this process well in advance of the
departure date!
Upon arrival in Italy students need to obtain a 'dichiarazione di presenza', or Declaration of Presence.
For students arriving on direct flights from the US: These students should make sure to have their
passports stamped upon arrival. The stamp is sufficient as a declaration of presence. No further procedures
need to be followed after this. Very important: Students may not automatically receive a stamp in their
passport. If they're not contacted directly by customs or immigration officials they need to go straight to the
customs office and request a stamp in their passport!
For students arriving in Italy from another Schengen country (for example: students arriving from the
US with a stopover in Germany, France, or Spain before entering Italy): These students will have to
complete the Declaration of Presence form here at the Institute during orientation (a copy of their passport
needs to be attached).
ARRIVAL
Students are required to arrive on Thursday, May 20th at the Florence Airport (Peretola) no later than 6:00pm in order to receive arrival assistance. At the arrival terminal in Florence, students are met by an Institute staff member, who will escort them to taxis that will take them directly to their assigned housing. You will receive information regarding arrival closer to your departure. Students arriving after 6:00p.m.: if your flight is regularly scheduled to arrive after 6 P.M., you will have received instructions about what to do (take a cab; apartment address) in advance; if your flight is late, you should call the Institute or the emergency phone number, and you will receive instructions at that time.
All students should be sure to arrive with at least 50 euros on hand.
LOST LUGGAGE
Please note that lost luggage must be reported BEFORE exiting the baggage claim area in Florence. In
case of lost luggage, instruct the claims office to deliver the bags to the Institute and give them the
Institute’s address and phone number (see below). You may have to leave keys or codes for the locks in
order to allow the bags to clear customs when they arrive. Please exit the baggage claim area as soon as
possible. The Institute staff cannot enter this area for security reasons. Do not wait for friends who have to
report lost luggage; this will delay your departure to the apartments.
Since it is not unusual for luggage to be temporarily lost, be sure to carry all essentials for the first few
days in a carry-on bag (see Packing, pg. 8).
MAIL & PACKAGES
MAIL
Important: Mail cannot be sent to your apartment address.
Student mail should be addressed to the Institute as follows:
Student Name
c/o Institute at Palazzo Rucellai
Via della Vigna Nuova, 18
50123 Florence
Italy
The Institute phone number is: +39.055.264.5910

PACKAGES
AVOID HAVING PACKAGES SENT EXCEPT WHEN STRICTLY NECESSARY!!
Try to remember to bring everything essential, so as to avoid having anything sent to you while you
are here. PACKAGES ARRIVING FROM THE U.S. ARE FREQUENTLY BLOCKED AND/OR
HEAVILY TAXED BY CUSTOMS. Students will be charged between €5-10 ($6-13) for all faxes and
phone calls needed to unblock packages from Customs.
Customs officials consider all items in a package to be imported goods. For example, one student was
asked to pay € 400 (about $560) to retrieve his own camera that was sent from home. Obviously, he sent it
back.
In case of extreme necessity, the sender should get detailed information from the U.S. postal office, FedEx,
UPS, etc. before sending any packages in order to minimize customs fees.
Students should be aware that packages often take longer to arrive than expected, and waiting for them
causes unnecessary stress. Frequently they are addressed incorrectly, which also delays arrival. If no one is
present at the moment of delivery, the student must make his/her way the post office which is holding the
package, which is frequently at some distance. Packages are also expensive to send.
We request that your families send packages only for emergency items. We strongly discourage
packages containing candy and the like to be mailed to you. If necessary, we suggest that you purchase
food products at international markets in Florence that sell American brands of peanut butter, pancake
mixes, etc. Italy has one of the world’s great cuisines. You will certainly survive for the time you are here!

Remember to bring a sufficient supply of any necessary prescription drugs for the entire semester.
ALL MEDICINES WILL BE BLOCKED BY CUSTOMS AND IT IS IMPOSSIBLE TO
RETRIEVE THEM.

MONEY MATTERS
It is a good idea to notify your bank that you will be abroad for an extended period. Some students have
found that access to their bank account via their ATM card was denied for security purposes after several
instances of use abroad.

THE EURO
The Euro is the official currency of Italy and the member states of the European Union. As the value of the
Euro and Dollar fluctuate daily we suggest that you visit www.xe.com for up-to-date currency rates.
It is important to know your options for getting cash:
1.) ATM CARD
ATM’s are the fastest and best method for obtaining cash and are located conveniently throughout
Italy and the rest of Europe.
Please note: Students should check with their home bank to obtain information regarding
international withdrawal fees. It is advisable to set up an account in the bank with the most
reasonable withdrawal fees. All receipts issued in Italy print out the Euro amount only and do not
show the account balance. The student’s home bank statement at the end of the month will show
the daily rate of exchange.

2.) TRAVELERS CHECKS
This is still the safest method for carrying large sums of money into a foreign country.
3.) CREDIT CARDS
Visa and Master Card are accepted throughout Europe.
Planning Ahead
Students, on average, spend approximately $150.00 per week for food, clothing, and entertainment.
However, this is an estimate that can vary widely from student to student.
Good travel advice: Arrive with a small amount of euros – perhaps around € 50 worth. Do not rely on
changing money or finding ATM machines immediately upon arrival.

RECEIVING MONEY FROM HOME
Please inform family members and friends of the following:
They should not:
• mail cash. • mail checks (personal checks cannot be cashed in Italy). • wire money (except in case of an emergency). Wiring money includes costly transaction fees. Recommended:
• To arrange for a family member or friend to deposit money directly into your bank account • American Express Gift Checks or Money Orders. These are efficient ways to send money as the family or friend can purchase a desired amount in check form and the AMEX check can be cashed here in Florence
HANDLING YOUR AFFAIRS FROM ABROAD
Students needing to sign documents, such as financial aid forms, should make arrangements for someone to
be able to sign on their behalf, probably by means of a Limited Power of Attorney. Likewise, arrangements
should be made for filing your U.S. tax forms.
CELL PHONES
For security reasons, students are required to have an Italian cell phone during the Summer Session.
Students will receive information on renting or buying a cell phone before and during Orientation.

HEALTH IN FLORENCE AND ITALY
Students enrolled in the Summer Session must have American Medical Insurance that will cover medical
emergency expenses (i.e. emergency room, hospitalization) in Italy. If this is not possible, students may
acquire the Italian state emergency medical insurance when they arrive, for a cost of 50 euros.
Be sure to plan ahead and budget for medical treatment and doctor’s appointments. Extend your credit card
limits so that you can be sure you will have the ability to cover any expenses encountered for treatment of
common colds, flu, dental problems, etc.
The Institute provides the name of a medical service in Florence comprised of English speaking doctors
available on a drop-in basis or by appointment.
If you take prescription medication for a chronic condition, you must bring sufficient medicine to last
the semester. Medications such as Ritalin, Cylert, Adderall, Wellbutrin, Prozac, Paxil, Zoloft are not
available in Italy. Any prescription medication that you carry with you to Italy must be accompanied by
your physician's written description of the medical problem, the dose of the medication and the generic
name(s).
SPECIAL MEDICAL NEEDS
If you have any medical or psychological condition that may require attention from a physician or
psychiatrist during your stay in Italy, please be sure to have your physician/psychiatrist prepare an adequate
summary of the details so you can be properly treated by a physician/psychiatrist in Italy. One copy of this
should be carried with you to Italy; one copy should be left with a parent or guardian.

STUDENT HOUSING
Each apartment is different from the others and, of course, different from the housing students are
accustomed to in the U.S. The available storage and living spaces may be smaller than in the U.S.
Students must remember that they are living in an apartment and not in a dormitory on a U.S.
campus. You will be responsible for conducting yourself as a responsible adult and for observing all
housing policies and rules, such as keeping noise to a minimum, and to be careful with energy use.
There is a strict rule that prohibits accommodating overnight guests. Violators will be given a
disciplinary warning and will be charged hotel rates for their guest’s use of Institute housing.
Depending on circumstances, violators of this rule also risk expulsion from the Institute housing.

Flexibility and maximum consideration for your apartment mates and neighbors are essential to a
successful and rewarding experience.

Location & Buildings: Apartments are located in the historical centre of Florence within walking distance
of the Institute (up to a 20–25 minute walk). Please note that most apartment buildings do not have
elevators and that apartments can be located on the third or fourth floor.
Housing: Program participants share apartments with from four to eight students or in larger group
residences. Apartments are composed of single, double and occasionally triple rooms, a kitchen and shared
bathrooms (at least one bathroom for approximately every 4/5 students).
Kitchens: Kitchens are reasonably equipped and have a refrigerator, stovetop range and one of the
following: oven, toaster oven or microwave.
TVs: There is usually a TV in each apartment. However, only national channels (up to eight) can be seen.
Washers & Dryers: Washers are provided in the apartments to allow students to wash small items (i.e.
underwear and t-shirts). Dryers are extremely rare, but students will be provided with shared drying racks,
irons and ironing boards. Due to limited space in the apartments for washing and drying clothes, students
are advised to use self-service laundromats to wash items such as jeans, sweatshirts, towels, and sheets.
Please note that the cost of laundromats (and dry cleaners) is higher in Italy than in the U.S. partly due to
the higher cost of electricity and water. Students should expect to pay a total of approximately 7 Euros
($10) to wash and dry one load of laundry at a self-service laundromat.
Sheets & Towels: Sheets, blankets, pillows, and towels will be provided for each student. Students may
bring their own set of sheets and towels if they prefer.
Cleaning Supplies, etc.: Basic cleaning supplies (i.e. broom, dust pan and mop) will be provided in the
apartments but students are responsible for purchasing cleaning products from houseware stores. In
addition, students are responsible for purchasing all consumable household items such as toilet paper, paper
towels and light bulbs.

Phones: The apartments do not have phones; however, each student in the program is required to have a
cell phone for the duration of the program. Information will be forthcoming.
Appliances: Do not bring American appliances such as hairdryers, curling irons etc. The appliances will
not work unless they are specifically dual voltage. If they are not, both the appliance and the apartment will
be damaged since the wattage and voltage are different in Italy. These small appliances can be purchased in
Florence at a very reasonable cost. Do not rely on voltage converters, which frequently malfunction causing
short circuits.
There is a no smoking policy in all student apartments.

During Orientation, students are required to complete a credit card authorization form for an amount up to
$200 which will serve as a housing damages credit card authorization. This authorization will be kept on
file. If damages occur, the student or students responsible will be given the choice of reimbursing the
Institute in cash or by credit card. Personal checks cannot be accepted.
Information will be given at Orientation about the possibility of engaging help with cleaning.
You will receive further information regarding housing during Orientation.

HOUSING REGULATIONS
GUESTS
Please note that guests (family members, friends, current and past program participants) are not permitted
to stay overnight in Institute housing. It is a violation of Institute regulations and a violation of Italian law,
which requires declaration and documentation of all persons spending the night in any housing. As we said
on pag. 6 “There is a strict rule that prohibits accommodating overnight guests. Violators will be
given a disciplinary warning and will be charged hotel rates for their guest’s use of Institute housing.
Depending on circumstances, violators of this rule also risk expulsion from the Institute housing.”
Furthermore, if family or friends visit the apartments during the day, students must accompany them. If
family or friends need to store luggage they should inquire at the hotel where they are staying. No luggage
can be stored in the apartments.
Receiving guests in the apartments, even for a few hours, is a privilege, not a right. Students should not
abuse this privilege by having non-program participants excessively present in the student apartments.
Casual acquaintances must never be invited into the apartment.
NOISE
Loud music, loud talking or shouting is not permitted. Respect for neighbors is fundamental. Italian laws
concerning cases of disturbing the peace are very strict. Conduct at all times must be quiet and civil.

ALCOHOL
Alcohol is not permitted to be stored or consumed in the apartments, with the exception of small
amounts of beer or wine with meals. Empty wine bottles may not be accumulated.
SAFETY AND SECURITY ABROAD
U.S. CONSULAR PUBLIC ANNOUNCEMENTS: These are issued when there is a perceived threat of
terrorist activity and they are meant to disseminate information about conditions which may pose risks to
the security of Americans.
You can access Consular Information Sheets, Travel Warnings, Public Announcements and other helpful
safety information by visiting www.travel.state.gov or http://studentsabroad.state.gov/ or by calling (202)
647-5225.

If your passport is lost or stolen you must notify the American Consulate immediately.
American Consulate
Hours of Operation:
9:00 a.m. – 1:00 p.m. and 2:30 p.m. – 5:00 p.m.
ACADEMICS & TEXTBOOKS
The main mission of the Institute is to provide an academic experience, therefore class attendance is
required. Unjustified absences will adversely affect your grades. On Fridays there are no regularly
scheduled classes, but this day is set aside for required field trips, as well as optional school activities.
Students should make no travel plans before checking the dates of required field trips in their
courses. Travel plans do not constitute a justified absence from course activities.

With regard to course textbooks, we need you to be aware of the following:
During orientation, all students must purchase the textbooks and/or readers necessary for their
courses directly at Palazzo Rucellai (by credit card or in some cases in cash – Euro only). There will
be a buy-back program at the end of the Summer session for textbooks that will be chosen for re-use by the
professors and that are in good condition with no markings. A list of the exact texts will be given to you at
the end of the Summer session. Do not purchase any texts in the U.S.

COMPUTERS
Pc computers are available in the computer lab. Ethernet ports and a Wireless Access Point are located in
the reading room for laptops. Both the computer lab and reading room are available to students for
academic work. You will probably find it convenient to bring your own laptop computer. If bringing
a laptop, confirm that it will work on European current (most laptops are dual voltage).
To connect to the Ethernet ports (laptop hubs), you should bring an Ethernet cord with your laptop. To
connect using wireless, you need to check that on your laptop there already exists a working wireless
connection. Otherwise, you will need to purchase a wireless card.

Internet access is available in the apartments, at a cost paid directly to the providers. More
information will be given during Orientation. Many internet points can be found throughout the city.
PACKING
LUGGAGE
Always label suitcases and carry-on baggage with the address of destination.
Student Name
C/o Institute at Palazzo Rucellai
Via della Vigna Nuova, 18
50123 Florence
Italy
Tel. 39.055.264.5910

Carefully check the luggage regulations of your airline carrier well before the departure date. Remember
to bring only the quantity of luggage that you can carry comfortably. Please note that airplanes from
European airports (Milan, Rome, Paris, etc.) to Florence are often much smaller and due to weight
restrictions some of the checked luggage will be sent on separate flights and may arrive several days
after your arrival.

CARRY-ON LUGGAGE – PACK THE FOLLOWING:
• If you have one, a laptop computer. • Travel documents. • Medication (with physician’s written description see "Health" section). • Several passport photocopies and address of destination on the photocopy. • Personal toiletries (toothbrush, toothpaste, lotion, perfume/cologne, etc.): pack all liquids and shampoo/conditioner in plastic zip-lock bags. • An extra pair of contact lenses and/or glasses (if applicable).
WHAT TO PACK OTHER THAN CLOTHING:
• Over-the-counter medications such as Tylenol Cold and Flu, Advil, Thera-Flu, Robitussin and • Battery-operated alarm clock (required) (electric clock cannot convert) • Basic school supplies
WHAT NOT TO PACK
• Do not bring electrical converters/adaptors. Most do not work in Italy. The wattage and volts
often do not convert correctly and can damage the appliance or the apartment's electrical supply.
Do not bring items that plug in: Hairdryers, curling irons etc. These appliances can be
purchased at reasonable prices in Florence. If bringing a laptop or video camera that needs
to be recharged, confirm that your recharger it will work on European current.
• Do not purchase any international phone cards from home or at the airport in the U.S. -
Most do not work in Italy. International phone cards should be purchased only from within Italy.
Some, but not all, U.S. 800 numbers will work in Italy by changing 800 to 880.
• Do not bring valuables. It is not recommended to bring valuable jewelry or the like while

Source: http://www.palazzorucellai.org/resources/editor/File/PreDepartureHandbook-Summer2010.pdf