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Presentation on theme: "Exchange Programs STUDY ABROAD ONLINE PRE-DEPARTURE ORIENTATION MODULE."— Presentation transcript:


2 Welcome to the Exchange Programs Online Orientation!  This module covers all of the topics listed on the tabs above to help prepare you for your program abroad.  This module will take approximately 25-30 minutes to read.  If you have any questions about the information in these modules, we encourage you to talk to your Study Abroad Program Coordinator.  The orientation modules will remain available to you on MySAO after completion. They can be a good resource throughout your preparation and even while abroad, so refer to back to them as often as you need. You may also wish to print them out for reference when you are away from your computer.  In addition to this online module, you will also have in-person pre-departure meetings on campus to prepare you for the personal, cultural and academic experience abroad.

3 What is a UT Reciprocal Exchange Program?  These programs typically allow UT students to study directly alongside local students at our partner universities. In turn, students from the partner university are able to study at UT Austin.  As a student in a UT Exchange program, you will earn regular in-residence UT credit, just as if you were taking courses on campus in Austin. All grades earned for the courses you take are factored into your official UT Austin GPA, just as they would be for courses taken on campus.  You will pay your regular UT tuition just as if you were studying here in Austin. In addition, you will be responsible for paying for housing, food, transportation, and general costs of living in the host country, just as you would pay for those same expenses here in Austin. A few programs may also have a program fee.

4 Tuition and Fees  Undergraduate participants in an Exchange program will pay UT tuition based on the flat rate tuition schedule. Graduate students will pay regular UT tuition and fees based on their college or school.  Undergraduates will pay tuition for 12 hours of credit.  Graduate students will pay tuition for 9 hours of credit (unless in a 12 hour grad program)  Visit the UT website’s tuition page for current tuition rates.tuition page

5  Most federal, state and UT institutional aid can be used on Exchange programs. To be eligible for financial aid, you must fill out a FAFSA.FAFSA  The UT Office of Student Financial Services (OSFS) will consider the additional costs of studying abroad when calculating your student aid package. The estimated costs are based on a program budget submitted by your Study Abroad Program Coordinator. You can view a sample budget for your program in the Program Search Engine. This estimated budget includes tuition, program fees, room and board, airfare, books, international health insurance, and emergency funds.UT Office of Student Financial Services Program Search Engine  OSFS will revise your financial aid package based on this budget and your individual financial circumstances. The award increase is most often in the form of additional loans, although some students may receive additional grants or scholarships.  OSFS will send you an Electronic Financial Aid Notification (E-FAN) with your new financial aid package. Be sure to respond promptly to every correspondence you receive from OSFS. You may receive more than one E-FAN as your aid is recalculated.

6  Financial aid funds are not released until the official start of the UT semester, which means that you may already be abroad when you receive your aid. Financial aid cannot be released early for study abroad students.  Be sure to make your financial plan accordingly. You will have expenses before departure, such as your plane ticket, program deposit, and on-the-ground costs when you arrive to your host country.  When your aid is released, the funds are first used to pay off anything you currently owe to the university. Any remaining funds will be released to you by direct deposit or by mail.  In order for your aid to release, the following items must be complete:  Online Financial Aid Counseling module on MySAO  UT Registration  UT tuition bill (must be paid or deferred to financial aid)

7 Emergency Tuition Loans  In the event that you have not received your E-FAN by the tuition payment deadline, you can obtain an Emergency Tuition Loan to complete tuition payment. Remember, all financial bars must be cleared before processing an Emergency Tuition Loan.Emergency Tuition Loan

8 Registration at UT for term abroad  You will register yourself in Reciprocal Exchange (SAB) status for your semester abroad (instructions to follow). This registration counts as full-time enrollment at UT, retains your eligibility for financial aid awards and allows you to receive in- residence credit for courses taken abroad.

9 Registration at UT for term abroad  How to register, using the UT online registration system:  Log on to the UT Registrar’s online registration registration system  Clear all bars.  Fall or Spring Abroad – Undergraduate students: Enter the unique number 00180 FOUR TIMES (for a total of 12 hours).  Fall or Spring Abroad – Graduate students: If full-time enrollment in your program of study at UT is 9 hours, enter the unique number 00180 three times. If full-time enrollment in your program of study at UT is 12 hours, enter the unique number 00180 four times.  Summer Abroad – All students: Enter the unique number 70180 TWO TIMES (for a total of 6 hours).  It is your responsibility to complete registration and payment for your time abroad. Your tuition bill must be paid by the date indicated on the UT calendar. Your registration is not complete without payment. If you have difficulties please email your Study Abroad Program Coordinator.

10 Registration for Courses Abroad  In addition to your UT registration, you will register for specific courses directly with your exchange partner institution, either before you leave or when you arrive.  Registration for a full course load is required.  For undergraduates: a full course load is the equivalent of 12 hours for each semester, 6 hours for each summer session.  For graduate students: a full course load is the equivalent of 9 or 12 hours for each semester (depending on your college or school), 6 or 9 hours for summer.  If you are not sure what constitutes a full course load or have questions about how many UT course hours a course abroad is equivalent to, please contact your Study Abroad Program Coordinator.

11 Registration for Courses Abroad  Before your program begins, make an appointment with your Study Abroad Program Coordinator to help you develop a flexible course plan.  Remember to be flexible with your course choices – there is no guarantee of what classes will be available and what you can take.  If course offerings for your host school are not yet available for the term you will be abroad, you should view the offerings from current and past semesters for an idea of what might be available. Courses are often offered every spring or fall, so look at offerings for past corresponding semesters.  While you are abroad, by the end of the second week of your program, you must email your course selections to your Study Abroad Program Coordinator or submit the Course Verification Form.

12 Registration for your Returning Semester  It is your responsibility to register and pay your tuition bill for the semester in which you will return to UT. The course schedule and registration times can be found on the UT website.  Course schedules are available online by early October for Spring and by early April for Summer and Fall.  Before registration, you should contact your Academic Advisor to make sure you have cleared your advising bars. If you encounter difficulties registering from abroad, please contact your Academic Advisor for assistance.

13 Pre-Departure Course Evaluations  Prior to departure, you will work with your Study Abroad Program Coordinator and Academic Advisor to determine how the courses you take abroad fit into your degree plan at UT. Please see the following link to find out when your Study Abroad Program Coordinator is available for credit walk-in hours:   A list of courses that have been evaluated in past semesters can be accessed via My Credit Abroad (MyCA) database. This database will help you determine how classes will transfer back to UT. MyCA:  For courses that have not been previously evaluated, course descriptions or course syllabi for the course abroad will be required to complete the evaluation process.  Courses taken abroad on an Exchange program will be posted as in-residence credit. The credit may fulfill major/minor course credit, language requirements, area studies requirements, or elective credit as dictated by your college.

14 While You are Abroad  If you are enrolled in a course that was not evaluated prior to departure, you will need to do the following:  Fill out a Course Description Form for each class that has not been evaluated. (This form can be found on your MySAO Away Status Menu)  Submit this form and course syllabus to your Study Abroad Program Coordinator.

15 After Returning from Abroad  If there are still courses that have not been evaluated, you will need to fill out and submit the Course Description Form for each one.  Your credit will be posted once everything listed below is complete:  All courses taken abroad have been evaluated  Program Evaluation has been submitted online via Abroad101 website  SAO receives the official transcript from the host university*  You sign off on your credit with your SAO Program Coordinator *Due to different processing systems, it can take several months to receive official transcripts. Because of this, it often takes up to one long semester to complete the transfer of credit.  IT IS YOUR RESPONSIBILITY TO MAKE SURE THAT YOU HAVE ALL OF YOUR COURSES EVALUATED.  The Office of the Registrar automatically updates a student’s classification status regularly. These automatic updates do not coincide with the posting of your study abroad credit.

16 Grades  Grades for the courses you take abroad are determined by instructors at the host institution. International grades are converted to UT grades according to established guidelines.  This is merely a process of transcription. UT will not overrule another instructor's evaluation. Any issues you have concerning a grade earned abroad must be directed to the instructor of the course.  The grades earned on an Exchange program will appear on your UT transcript and be calculated into your UT GPA.

17 Graduation Restrictions  You cannot graduate during the semester you study abroad. In addition, students cannot always graduate the semester immediately upon return because the credit may not always be posted by the deadline to apply for graduation. Questions about special circumstances should be directed to your college Dean's Office and your Study Abroad Program Coordinator.  If you’re studying abroad during your next-to-last semester at UT, please review the procedure for "In Absentia Graduation/Registration" with a Program Coordinator in your Dean's Office.

18 Program Withdrawals and Refunds  If you choose to withdraw from an Exchange program, you must notify your Study Abroad Program Coordinator in writing as soon as possible.  You are responsible for understanding your Exchange program’s withdrawal and refund policies. Failure to abide by the program’s policy may have severe academic and financial costs.  The $50 SAO application fee is non-refundable.  If you withdraw on or before the 12 th class day of the UT semester, you will drop your SAB registration and register for regular UT courses. You may be required to get departmental permission to register. The previously paid tuition bill will be recalculated to reflect the new courses and any new course fees.  If you withdraw after the 12 th class day of the UT semester, your SAB registration will be dropped. In most cases, you will not be able to register for regular UT classes. Program Coordinators works with each student in this situation on an individual basis.

19 Program Withdrawals and Refunds  For withdrawals due to program suspension, political disturbance, university strike or uncontrollable acts of nature, Program Coordinators work with each student on an individual basis.  For withdrawals for medical reasons, Program Coordinators will assist you in accordance with the published withdrawal policy listed in the UT General Information catalog.

20 Exchange Programs Exchange Orientation Complete! You may print or save this presentation now, or access it on MySAO at any time. To finish, complete the Acknowledgement Page. (copy and paste the URL into your web browser)


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