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Transfer Credit Study Abroad Student Checklist This checklist is to provide you a general outline of how to prepare for your Transfer Credit Study Abroad Program. There are a total of five phases to the Study Abroad Programs Office (SAPO)’s online application system:
· Advising Phase indicates you have created an account with the Study Abroad Programs Office, but have not started an application to a specific program.
· Pre-Decision Phase indicates you have started a program application and have a “pending” application status. Your status is “pending” either because you are waiting for your application to be reviewed by the Study Abroad Programs Office or haven’t completed all the required application items (such as: learning contents, assessments, material submissions, signature documents, and application questionnaires).
Note: Required pre-decision items must be completed by the application deadline on the SAPO website . If the deadline has passed, you must turn in the Transfer Credit Study Abroad Pre-Approval Form at least one week prior to your program departure date.
· Post-Decision Phase indicates the SAPO staff have reviewed your application and your status have been updated from “Pending” to “Accepted.” There will be additional items that need to be completed prior to your program departure date.
· While Abroad Phase indicates your study abroad program has officially begun.
· Returnee/Alumni Phase indicates your program have official ended. There will be additional items to complete the transfer credit process, as well as to prepare for the upcoming semester of classes on campus or for graduation.Should you have any questions, contact one of the following advisors in the Study Abroad Programs Office for Transfer Credit Study Abroad Programs: Thomas Teague (tteague@ipomail.tamu.edu) Irene Scott (isscott@ipomail.tamu.edu) Lisa Tauferner (ltauferner@ipomail.tamu.edu)
SECTION I: Application Process Phase 1- Pre-Decision Make sure that you meet both Texas A&M’s eligibility requirements for participation in a Transfer Credit Study Abroad Program and those of your program provider or foreign/U.S. university. When applying for a Transfer Credit Study Abroad Program, you must complete TWO applications. First, complete the application through Texas A&M Study Abroad Programs Office.
Second, once accepted for your selected program by SAPO, you should complete the separate application through your sponsoring university/program provider.
Additional Items If you are a U.S. citizen and don’t already have a passport, apply for one as soon as possible at http://travel.state.gov. Furthermore, consult the U.S. Department of State’s Consular Information Sheet for the entry/exit requirements for your program destination at: http://travel.state.gov/travel/cis_pa_tw/cis/cis_1765.html. If you are not a U.S. citizen, please follow the guidelines for citizens from your home country. Also, please complete the “International Student Status Check” form. The form is available as a material submission during the Pre-decision phase of the SAPO online application system. If you are interested in using financial aid or applying for scholarships, please see: [http://studyabroad.tamu.edu/schol_grants.asp]. Former study abroad students have utilized one or more of the following available options: · Study Abroad Scholarships* · Federal/State Financial Aid (loans and grants)* · ROTC Critical Language & Culture Scholarship · ROTC Tuition and Fees Scholarship* · Texas Tomorrow Funds/Texas Guaranteed Tuition Plan* · National Scholarships (e.g., Benjamin A. Gilman International Scholarship, Boren National Security Education Program Undergraduate Scholarship, Graduate Fellowship, and Language Flagship) · Honors Study Abroad Scholarship Stipends (click on the link to download the application.) · Sponsorship* · Additional Scholarships through Affiliate Program Providers
(*) Indicate items that are further explained in the “Funding Options” section of this checklist, SECTION II.
Phase 2- Post-Decision Apply to program provider or foreign/U.S. university directly if you have not done so already. Complete the required questionnaires, signature documents, material submissions, and learning contents for the “Post-Decision” phase. Submit copies of the following travel documents. The application questionnaires within the online application system will instruct you on how to upload these documents. · Travel/flight itinerary. Include any contact information for places you will be staying or people you will be with prior to and after your program dates. · Proof of acceptable international health insurance. · A valid, COLOR copy of your passport (the first page with your signature and photo). Your passport is not valid until it has been signed. Pay the $100.00 non-refundable processing fee for the Transfer Credit Study Abroad Pre-Approval Form. Please Note: This fee is only charged once per academic year. Upon your application status being updated from “pending” to “accepted,” this fee will be posted on your student account within 1 – 2 weeks. For payment options, please visit the Student Business Services website. Attend ONE general pre-departure orientation session, Travel Wise: Travel Tips for Study Abroad, the semester BEFORE you study abroad term. This session is available at different times throughout the Fall and Spring semesters. Available dates and times can be found on the SAPO website.
Register for the SABR 300/399 study abroad place holder course for the number of hours you will be taking while abroad. This course allows you to remain currently enrolled during the term that you are abroad. Furthermore, this course serves as verification of your course load for disbursement of financial aid/scholarships. You will receive further instructions when pre-registration and open registration begins. For the registration schedule, please visit the Office of the Registrar website. Check your billing account through the Howdy Web Portal to ensure that you have paid any outstanding fees or balances on your student account. You should NOT leave the country with an outstanding balance. Therefore, take care of any pending financial matters with the Parking Office, Debt Management, and other campus departments.
Additional Items If participating in a semester or year-long program and you currently live on-campus, please request a “Housing Letter” from SAPO if you would like to resume living on campus after studying abroad. The “Housing Letter” will allow you to be exempted from your housing contract while abroad. If you require any letters or documents to be written on your behalf for your study abroad program (i.e. Visa letter, admissions letter, confirmation of program approval, etc.) please notify either Thomas Teague (tteague@ipomail.tamu.edu) or Irene Scott (isscott@ipomail.tamu.edu). When submitting such requests provide TWO days notice and specify to whom the letter should be addressed, items which need to be addressed in the letter, and other relevant information. Finalize any application materials for your program provider or foreign/U.S. university before departing abroad. Also check that your emergency contact information through the Texas A&M Study Abroad Programs Office online application system is up to date. GRADUATE STUDENTS ONLY: If you are receiving any type of funds or support from Texas A&M University to help finance your study abroad experience, regardless of whether or not you will be traveling to a country for which there is a U.S. Department of State Travel Warning in effect, you must complete the Foreign Travel Request form. **Note: Study Abroad experiences can include, but are not limited to: study programs, internships, volunteer experiences, work, research, conferences, and symposiums. GRADUATE STUDENTS ONLY: If you are traveling to a country where there is a U.S. Department of State Travel Warning in effect, you must obtain the approval of the University by completing the Acknowledgement of Risk form. BEFORE submitting the completed Acknowledgement of Risk form to the Office of Contract Administration, please provide a copy of the form to the Study Abroad Programs Office (attn: Thomas Teague or Irene Scott) so that we are aware that you are working on this process. Phase 3- While Abroad Continue to monitor your Texas A&M e-mail account at least once a week for any important updates from the SAPO staff and your academic department. IMPORTANT! If you have any changes to your course load, such as language level placement, number of semester credit hours, or unapproved courses, please notify Thomas Teague (tteague@ipomail.tamu.edu) or Irene Scott (isscott@ipomail.tamu.edu) immediately. Phase 4 – Return Send your study abroad program transcript to Texas A&M. If you haven’t already provided your program provider or foreign/U.S. university this information, have your transcript sent to Admissions Processing at:
Texas A&M University Admissions Processing *Note: Due to the transcript being sent by FedEx, UPS, or a similar mailing service, you will need to provide the physical address to your program provider or foreign/U.S. university. P.O. Boxes cannot be used for transcripts sent by certified mail (i.e. requiring a signature). Thus, please use the alternate address below. Texas A&M University General Services Building, Suite 1601
There is usually a 1 – 2 month turnaround once Admissions Processing has received your transcript and updated your academic records. Transfer credit is PASS/FAIL only, so your Texas A&M GPR will not be affected. For more information about the transfer credit process, please visit the returnees’ section of the SAPO website. To check whether your Texas A&M academic records have been updated with the transfer credits, go to the Howdy Web Portal. Once your study abroad transfer credits have been posted, please meet with your academic advisor to complete a Course Substitution Request for the Degree Audit Office so that your study abroad transfer credit(s) can be applied to your degree plan. Complete the Texas A&M Program Evaluation for Transfer Credit Study Abroad Programs & R/I/V Experiences Abroad.
Additional Items If you have not done so already, register for the classes to take on campus next term (see course registration schedule at http://admissions.tamu.edu/Registrar/Current/RegSchedules.aspx), apply for your Aggie Ring, or apply for graduation through the Howdy Web Portal. Note: The Aggie Ring Office requires that students have all their transfer coursework hours posted to their official TAMU transcript by the Aggie Ring application deadline in order to be considered eligible for an Aggie Ring. Therefore, we advise students to be diligent in following up with their study abroad program provider or host university to check on the status of the transcript. To check on the deadline for transfer credit to be submitted for graduation, please contact the Degree Audit Office at 979-845-1089. Details on graduation application deadlines and more can be found at: http://admissions.tamu.edu/Registrar/Current/GradInfo.aspx.
SECTION II: Funding Options You have the semester prior to your intended international experience to complete the steps listed below. Majority of the items below will be completed during the Post-Decision phase. Steps for Applying to Study Abroad Scholarships: The Study Abroad Programs Office offers two scholarships for students studying during the semester, academic or summer terms: the Study Abroad Fellowship (SAF) and the International Education Scholarship (IEFS). For more information on their eligibility requirements, please see: http://studyabroad.tamu.edu/schol_grants.asp. Note: You must complete the Pre-Decision items of the online Study Abroad Programs Office application system and have an “Accepted” status, as well as complete the online scholarship application prior to the scholarship deadline for your anticipated study abroad term.
Steps for Finalizing Federal/State Financial Aid: In order to apply federal/state financial aid to your program, you need to meet the following eligibility requirements, as well as complete the steps listed below: § Be a degree seeking student at Texas A&M College Station § Be in “good standing” with Texas A&M § Be enrolled at least half-time* *To verify enrollment, please visit the Scholarships and Financial Aid website. Register your Transfer Credit Study Abroad program with the Study Abroad Programs Office and have an “Accepted” status. Apply directly to your program provider or university, foreign or U.S if you haven’t already done so. Complete the Free Application for Federal Student Aid (FAFSA) online. For deadlines and recommended submissions dates by Texas A&M Scholarships and Financial Aid Office see: https://financialaid.tamu.edu/futureaggies.asp?mainkey=500&Section=0&disp=2&pop=2 Note: If studying abroad during the summer term, you must complete the Summer Supplement Form online at howdy.tamu.edu. Click the MyRecord tab and enter the Financial Aid Portal. The Summer Supplement Form enables students to be considered for additional state grant funds. The form is usually available online around Spring Break. Grant awards are based on a first come, first serve basis. Send a copy of your acceptance letter or forward your acceptance e-mail from your sponsoring program provider/university to one of the advisors in the Study Abroad Programs Office, Thomas Teague (tteague@ipomail.tamu.edu) or Irene Scott (isscott@ipomail.tamu.edu). Obtain additional financial aid paperwork from the Study Abroad Programs Office. The financial aid paperwork will provide the total cost of your attendance of your program. Thomas Teague (tteague@ipomail.tamu.edu) and Irene Scott (isscott@ipomail.tamu.edu ) will facilitate this process. Once you have obtained the proper financial aid paperwork from the Study Abroad Programs Office, follow-up with the Scholarships and Financial Aid Office to schedule an appointment with a financial aid counselor to finalize your award packet. When scheduling an appointment, please state that you are study abroad student so that you are directed to the appropriate financial aid counselor. SFA can be reached at (979) 845-3236 for scheduling appointments.
Steps to Apply for ROTC Tuition and Fees Scholarship If you are an ROTC student and would like to apply your ROTC Tuition and Fees Scholarship, the Study Abroad Programs Office will facilitate third party billing. Therefore, instead of you being responsible for paying your sponsoring program provider/university, foreign or U.S., you will be responsible for paying your program fees to Texas A&M instead. Listed below is how the process works: You must secure approval from your designated commanding officer to apply your Tuition and Fees Scholarship toward your study abroad program fees. Approval needs to be in the form of an authorization letter confirming either of the following: approval to pay the study abroad fees OR approval to pay tuition and fees at Texas A&M rate and number of credit hours. This authorization letter needs to be sent to Irene Scott (isscott@ipomail.tamu.edu) in the Study Abroad Programs Office. Send the Study Abroad Programs Office a copy of your program invoice, the total amount that is owed to your sponsoring program provider/university. Invoices should be sent to Irene Scott (isscott@ipomail.tamu.edu) in the Study Abroad Programs Office. The SAPO staff will then follow-up with your sponsoring program provider/university to update them on your preferred method of payment. Register in the study abroad placeholder course (SABR 300/399) once your pre-registration slot or open registration becomes available. Once your course registration has been verified by the Study Abroad Programs Office, our staff will collaborate with Texas A&M Student Business Services to post your program fees onto your university account. After your ROTC tuition credits and the study abroad fees have been posted to your university account, our staff will notify the ROTC students via e-mail of your current “outstanding balance.” You will be responsible for paying to Texas A&M the excess amount. Once your account balance is $0.00, Study Abroad Programs Office will issue a payment in full to your sponsoring program provider/university.
Steps to Applying for Texas Guaranteed Tuition Funds If you who would like to apply your Texas Tomorrow Funds/Texas Guaranteed Tuition Plan, the Study Abroad Programs Office will facilitate third party billing. Therefore, instead of you being responsible for paying your sponsoring program provider/university, foreign or U.S., you will be responsible for paying your program fees to Texas A&M instead. Listed below is how the process works: Send the Study Abroad Programs Office a copy of your program invoice, the total amount that is owed to your sponsoring program provider/university. Invoices should be sent to Irene Scott (isscott@ipomail.tamu.edu) in the Study Abroad Programs Office. The SAPO staff will then follow-up with your sponsoring program provider/university to update them on your preferred method of payment and request a payment extension. Register in the study abroad placeholder course (SABR 300/399) once their pre-registration slot or open registration opens. Once your course registration has been verified by the Study Abroad Programs Office, our staff will write a letter to the main TTF/TGTP office in Austin and request that you receive credit from your TTF/TGTP for your confirmed credit hours. Furthermore, our staff will collaborate with Texas A&M Student Business Services to post your program fees onto your university account. After your TTF/TGTP credits and study abroad fees have been posted to your university account, our staff will notify you via e-mail of your current “outstanding balance.” You will be responsible for paying to Texas A&M the excess amount. Once your account balance is $0.00, the Study Abroad Programs Office will issue a payment in full to your sponsoring program provider/university.
Steps for Applying for Sponsorships If interested, you can apply for sponsorships by writing letters to businesses and requesting donations toward your international experience. For more information about this process, see the SAPO website at http://studyabroad.tamu.edu/schol_grants.asp. When contacting potential donors, it is suggested that you send the following items: § Cover letter explaining your international experience and your goals, be it career-oriented or personal. § Stamped Envelope § Supporting documents (e.g., resume, program budget and itinerary, etc.) § Scholarship Donor Form. The purpose of this form is to facilitate the donations being sent to Texas A&M in your name, as well as to verify that the funds have been used for educational purposes for tax purposes. This form can be downloaded at the Scholarships and Financial Aid website at: https://financialaid.tamu.edu/FinancialAid/Libraries/Forms/scholarshipdonorform.sflb.
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