The Student Arrival Guide at HELP English Academy is a step-by-step travel plan designed to help students prepare for their journey to the Philippines easily. As an important part of our Admissions Overview, this guide provides clear instructions on travel documents, customs procedures, airport pick-ups, and your first-day orientation on campus.
1. Before You Leave Checklist
Mandatory Documents
Before you go to the airport, make sure you put all your necessary travel documents in a clear folder in your hand luggage so you can show them easily at the airport:
- Valid Passport: Must be valid for at least 6 months after the date you enter the Philippines.
- Letter of Acceptance (LOA): A printed color copy sent to you by HELP English Academy.
- Round-Trip Flight Ticket: You must show a return ticket or a ticket to another country within your first 30 days (matching the study time on your LOA).
- eTravel Registration QR Code: You must register online before you leave.
- WEG Documents for Kids: Students under 15 years old traveling without parents (for example, to attend our Junior Summer Camp) must bring an official WEG authorization form approved by the Philippine Embassy, along with the 3,120 PHP airport processing fee.
Luggage, Currency, & Restricted Items
- Money & Cash Limits: Bring new $100 USD bills to get the best exchange rates. Under Philippine rules, you can bring up to $10,000 USD and 50,000 PHP without writing a declaration form. You will need cash to pay for local school fees (study permits, room deposits, visa extensions) listed in our Tuition and Fees Guide.
- Food & Medicine Rules: Dry, packaged food with clear labels (like instant noodles and snacks) is allowed. However, fresh fruit, vegetables, and raw meat are not allowed on flights. Keep your personal medicines in their original boxes with your doctor's note if needed.
- Clothing:
- At HELP Clark Campus: Pack light summer clothes, sportswear, swimwear, and sunscreen for warm tropical weather.
- At HELP Baguio Campus: Pack warm sweaters, long pants, light jackets, and sneakers for cool mountain temperatures (18–24°C).
SIM Card, Data 4G, & Communication Setup
Make sure to install main chat apps (like Zalo, Viber, or WhatsApp) on your phone before leaving. Our student managers will add you to a special arrival group chat to track your travel status and help you.
2. Airport Customs & Immigration Steps
eTravel Electronic Registration
All travelers must register online between 24 and 96 hours before their flight. Follow our step-by-step eTravel Philippines Guide to enter your personal details, flight info, and school address. Do not forget to save the green or blue QR code on your phone.
Customs Card & Flight Procedures
During your flight, flight attendants will give you a yellow Customs Card. Fill out the card in capital letters:
- Reason for Travel: Choose "Education / Training".
- Number of Bags: Write the exact number of checked and carry-on bags.
- Customs Questions: Answer correctly (choose "No" for standard personal bags that do not contain restricted goods).
Step-by-Step Airport Clearance Flow
- Health Desk: Scan your saved eTravel QR code at the health verification desk.
- Immigration Counter: Show your passport, printed LOA, return ticket, eTravel QR code, and WEG form (for kids under 15) to the immigration officer.
- Baggage Claim: Collect your bags from the luggage belt.
- Customs Desk: Give your yellow Customs Card to the officer before exiting to the arrival area.
Tips for the Immigration Interview
Try to stay relaxed. If the immigration officer asks you questions, answer clearly in simple English:
- State your reason: "I am studying English at HELP English Academy."
- Show proof: Present your printed Letter of Acceptance (LOA) to show your school address and study duration.
3. HELP Academy Airport Pick-Up Service
Weekend Pick-Up Schedule
HELP Academy provides official airport pick-up services on specific weekends (Saturdays and Sundays) listed on our Academic Calendar. To learn more about meeting areas and shuttle times, please check our Airport Meeting Points Guide.
Designated Airport Meeting Locations
- Manila Airport (NAIA Terminal 3): Outside Exit Gate 6 in the arrival hall - Pillar 10.
- Manila Airport (NAIA Terminal 1): In the pick-up area directly outside the main exit doors - Pillar B6.
- Clark Airport: Outside the main exit doors in the arrival hall - BAY 3.
Identifying Pick-Up Staff & Emergency Support
Look for our pick-up coordinators holding official "HELP ACADEMY" signs and wearing staff badges or uniforms. If your flight is delayed or you cannot find our staff, connect to the airport Wi-Fi immediately and contact your Student Manager or our emergency pick-up hotline.
4. Traveling to Campus & Checking Into Your Room
Transit Duration to Campuses
| To HELP Clark Campus | To HELP Baguio Campus | |
|---|---|---|
| From Manila Airport | 1.5 - 2 hours | 5 - 6 hours |
| From Clark Airport | 15 minutes | 3 - 4 hours |
Dormitory Check-In & Facility Handover
When you arrive at your room, our dorm managers will give you your room key and a room checklist. Please check your room facilities (air conditioning, hot water, bed, and electricity meters) and sign the paper. All students must follow the room rules listed in our Student Regulations.
5. First Day Orientation & Campus Setup
Your first Monday is planned to help you take your tests, pay local fees, and get used to campus life through a structured 4-step orientation program:
Step 1: English Level Test
On Monday morning, all new students take an English test to check their Listening, Speaking, Reading, and Writing skills. The test results help us find your level in our 9-level system so we can place you in the right course—such as General ESL, IELTS Prep, TOEIC Prep, or Business English.
Step 2: School Rules Orientation
Our managers will host an introduction meeting to explain important school rules, including:
- Campus rules and our English Only Policy (E.O.P.) hours.
- Daily Sparta schedules, required evening vocabulary tests, and study rules listed in our Student Regulations.
- How to change classes, offer feedback about teachers, meal times, and laundry schedules.
Step 3: Paying Local Fees
Students will meet our finance team to pay for required local school and visa fees in cash (USD or PHP). These include your Special Study Permit (SSP), visa extensions, room deposits, and textbooks listed in our Tuition and Fees Guide.
Step 4: Supervised Shopping & Money Exchange
On Monday afternoon, the school provides a free shuttle to a nearby shopping mall (SM Mall). Our student managers will help you:
- Exchange your USD cash to Philippine Pesos (PHP) at safe money exchange shops with good rates.
- Buy local SIM cards (Globe or Smart), set up internet data, and buy personal items or room needs.