Accepted Student Page- Caribbean

Congratulations once again upon your acceptance & welcome to the Caribbean Ecosystem Field Studies course! The following information is critical to help you prepare. Please read it thoroughly and contact me, Steve Johnson, at steve@ecofs.org if you have any questions or concerns.  I am here to help in any way possible to make this experience happen smoothly and successfully for you.

Below you will find info on the following topics:
* Travel Logistics
* Health & Safety
* Forms that need to be completed
* SCUBA & Snorkel Info
* Equipment List
* Cash, Communication & Alcohol
* Textbooks
* EcoFS Deposit & Balance Payment Info
* Credit Registration Info

Travel Logistics
You will need to coordinate & pay for your airfare to and from Cancun International Airport (CUN).  You must have a landing time in Cancun by 4:30 pm on the start date (May 20) & you can schedule your return flight for any time after 9:00 am on the course end date (June 9).  You must have a valid passport for travel to Mexico.  EcoFS staff will greet you at the airport & coordinate your ride in a private shuttle to Xpu-Ha (about 1 hour). You will receive an email with detailed instructions for airport arrival before the course starts. You may arrive days earlier in Cancun if desired, or leave days after the course but you will need to arrange/pay your transportation to/from airport.
You are encouraged to travel insurance to cover your travel cost in the case of an unforeseen event causing cancellation of the course.

Health & Safety
Safety is the absolute priority of this course and all necessary emergency planning has been coordinated. Be advised that Mexico does not accept US Health Insurance and so participants must be prepared to pay out of pocket for any unforeseen medical expenses. 

In terms of immunizations, currently the Center for Disease Control only recommends all normal vaccines be up to date. See CDC for further details.  Malaria prevention is not advised for our area.

Additionally students are advised to register themselves with the State Department: for US: HERE
for Canada:  HERE   These registrations typically ask for an address, please use the La Playa Xpu-Ha Beach Club mailing address: Carretera Chetumal-Cancun Km. 265, Quintana Roo, Akumal, Mexico 77710. 

EcoFS will provide a safety orientation on the first day of the course and students are required to abide by the following code of conduct.  Please review the following document:
Caribbean EcoFS Program Participation Agreement

Please be aware that Mexico is a country with travel warnings issued by the US Department of State. Participants are encouraged to review the US State Department website for all specific details. Xpu-Ha and the Riviera Maya are in the state of Quintana Roo.

EcoFS is aware of State Department warnings and the reasons for them. Our policy for students while on-course at Xpu-ha is to strictly prohibit all student travel, other than class field-trips, outside of our safe and private beach community area. Students must recognize that there is no independent travel to popular tourist attractions such as Tulum, Playa del Carmen & Cozumel. EcoFS is registered with the US State Department to receive any updated info.

For emergencies on course please call Steve’s cell- 303-859-0173

Personal Info & Disclosure Form 
The below form includes emergency contact info, health & travel info, as well as other important info. Please complete as soon as possible.
Caribbean EcoFS Personal Info & Disclosure Form

EcoFS Waiver
This is a standard liability and photography waiver that needs your name and electronic signature.
EcoFS Assumption of Risk & General Release Form

SCUBA Diving & Snorkeling
Students pursuing the scuba option must have a valid, current Open Water SCUBA diver certification by the time the course begins. This is a relatively straight-forward process conducted by many different training organizations. EcoFS can arrange for students to complete their SCUBA certification in Mexico prior to the course at additional cost. Please see the SCUBA/snorkel page for further details. 

SCUBA divers earn an Advanced Open Water Diver Certification while on the course. (75 dollar certification fee additional) 

Snorkelers have opportunity to try a Discover Scuba Dive while on the course. (125 dollar fee additional)

All students choosing the SCUBA option must purchase a diver/snorkeler specific insurance policy with Divers Alert Network (DAN), the primary provider of SCUBA/snorkel insurance worldwide.  Snorkelers are highly encouraged, but not required, to purchase insurance as DAN covers all snorkel related activities. To purchase insurance visit their website here: DAN.  You will need to join as a member and then pick an insurance plan. (If you are recently trained, or being trained, you can ask your instructor to enroll you in a free insurance plan while being certified and which lasts 180 days after certification) This policy will cover all SCUBA or snorkel related accidents. EcoFS also has membership at an excellent dive medical facility in Playa del Carmen that has a hyperbaric chamber facility. DAN also offers regular travel insurance for coverage of lost travel expenses due to non-diving injury situations. You are encouraged, but not required, to purchase additional travel insurance for course fees/flights.  EcoFS will need a copy of your DAN insurance.

Cash 
All course expenses are covered so there is not need for much cash. There is one dinner out where students pay for their own meal. A good choice is to change dollars into pesos in the US. US Dollars are always accepted in Mexico but the exchange rate is typically less rate than you get at US banks.

Equipment
see below for a full equipment list.
Equipment List

Communication 
The best option is to temporarily (usually 1 month) change your cell phone service to include service to Mexico. Xpu-Ha, and most of Mexico, has excellent wireless reception and this is the overall most cost efficient method.  It will also allow you to communicate with EcoFS if you are having travel issues. Laptops can be used for email/internet video as our area is secure and has wifi access. Mailing anything is not advised as Mexican mail is highly unreliable.

Alcohol
Be advised the drinking age in Mexico is 18. If you are under 21 we ask you have a conversation with parents about alcohol consumption. EcoFS does not support alcohol consumption on the course and it is officially not advised during the duration of the course. However, it is possible to obtain alcohol in Xpu-Ha and EcoFS is not responsible for student actions that occur after the teaching day.  We require all students to practice good judgment while on our courses!

Payments
Your $900 deposit is due within 1 month of acceptance to reserve your space.  This payment is applied to the total cost. If you need more time with the deposit just let me know and we can work something out. Your balance payment is due 2 weeks prior to the course start date (May 6).

Check/money order or Zelle is the strongly preferred payment method to avoid fees. To pay by check or money order make payment to “Ecosystem Field Studies” and mail payment to:
Steve Johnson c/o Ecosystem Field Studies
4656 White Rock Circle, Unit 9, Boulder Colorado 80301.
Please send an email to Steve Johnson, Course Director steve@ecofs.org notifying that payment is in the mail.

For Zelle the payment name is steve@ecofs.org or 303-859-0173.

You can also pay online via PayPal on the course website Payment Center.

PayPal offers a 6-month interest-free, no payment financing that can be applied towards a deposit or balance payment.

Be advised the refund policy for the deposit is:
If refund request is 6 weeks or more before the start of the course (April 8) EcoFS will refund 50% of the deposit.  However, EcoFS does not give deposit refunds if requested 6 weeks or less before the start date.

The total balance payment (after the $900 deposit is paid) is calculated as follows:
Balance payments are determined based on options of lodging & SCUBA and due 2 weeks prior to course start date. The below is the actual amount, please do not subtract your 900 deposit.

Options & Associated Balance Payment:
Camping & Snorkel only: $2,490
Camping & SCUBA/Snorkel: $3,190
Bungalow & Snorkel only: $2,890
Bungalow & SCUBA/Snorkel: $3,590

Lodging
Students choose a lodging option between a Beach Bungalow room or Beach tent-camping. The beach bungalow room is a triple-occupancy, same-gender room with air conditioning and warm showers. The beach tent camping is in a private, secure campground adjacent to the bungalows with access to flush toilets, showers, and secure storage. Spacious, private tents are provided for campers. Students are welcome to bring their own tent for personal/private camping. 

Books
There are 4 textbooks required for this class. They can all be purchased online and used copies are fine. Digital copies are acceptable however you will need a conveniently portable device to use during class time. You are encouraged to begin reading ahead of class and must read the “How to Do Ecology” by the end of the first week of the course.  For the three field guides the more current editions are better but not required.  For “How to Do Ecology” the 3rd Edition, 2023 is required. The books are: 

How to Do Ecology- A Concise Handbook,  Karban & Huntzinger, 3rd Edition, 2023
Reef Coral Identification: Florida, Caribbean, Bahamas,  Humann & DeLoach, 3rd Edition, 2013
Reef Creature Identification: Florida, Caribbean, Bahamas,  Humann & DeLoach, 3rd Edition, 2013
Reef Fish Identification: Florida, Caribbean, Bahamas,  Humann & DeLoach,  4th edition, 2014

The following book is not required but highly recommended:
Reef Fish Behavior: Florida, Caribbean, Bahamas,  Humann & DeLoach, 1999

Project/Presentation 
The primary academic project requires students to conduct an original field research study and a 10 minute field presentation on their project. You are encouraged to consider a topic, or topics, ahead of time and bring any pertinent research materials/equipment that you may have.  If you are completely unsure of what your topic will be, do not worry as you will have ample time and equipment on course.

University of Montana Credit Registration:
If you are seeking credits you will need to do an online course registration with the University of Montana and pay a $155 fee.  Note: You are not required to seek credits to attend the course.  The following link will take you to a page to register for credits through the University of Montana. 
UM Credit Registration Form
You will need to Add to Cart, create an account with UM, and checkout.  Some answers to note for checkout:
– you do not have a UM ID or have ever been admitted to UM (unless previously somehow)
– the Credit Option is “Undergraduate”
– the Grading Option is “Traditional Grade”.

Overall Course Checklist: (forms/copies can be sent in any format including pics)

___Credit situation determined with students’ university/department
___Flight arranged
___Passport verified as current
___Deposit payment made within 1 month of acceptance
___EcoFS Personal Information & Disclosure Form completed
___EcoFS Assumption of Risk & General Release Form completed
___University of Montana Credit Registration (completed online, optional)
___Register with proper State Department
___Equipment obtained
___Textbooks acquired
___SCUBA certification coordinated & copy emailed to EcoFS (if applicable)
___DAN insurance purchased & copy emailed to EcoFS (for SCUBA)
___Travel insurance acquired (optional)
___Discussion with parents about drinking age in Mexico (if under 21)
___Balance payment made within 2 weeks of start of class
___Smile and know this course will be awesome!

That’s all for now.  Have a great end of your semester. Do not hesitate to contact me with any questions or concerns.

– Steve