March 7, 2007

PROCEDURES FOR UTEP EXCHANGE PROGRAMS

The following steps apply to Exchange Programs where the student will be enrolled as a student in “EXCH” classes at UTEP while studying in another country, whether full time or partially. This is NOT the same procedure for someone who will enroll in another institution directly, intending to receive Transfer Credit, and who will not have the grade calculated into their UTEP GPA.

Pre-Departure:

1. Student should attend a Study Abroad information session offered at least once a week by the Office of International Programs (OIP). There the student will learn the basic qualifications to participate. The procedures for processing paperwork and applications, and what programs are available. The students should have been given the website, the application, and exchange advising agreement. They should understand the basic costs of studying abroad and more or less how financial aid will effect them. If the student is an international student or uses PASE, they also need to be advised about how a semester abroad will effect them.

2. When the student has researched programs available and is ready for more specific questions about courses, programs, and funding he/she should make an appointment to see the advisor. Students should have a degree plan prepared so they know what classes they are looking for and if the program chosen if right for them, this includes academic standing, language and finances. The advisor should explain the semester dates, how to research courses offered and general cost of living to narrow top choices. (Example Spain is not a good option for fall semester as the semester is October-February. Many European schools only offer select courses in Semester 1 (fall) and Semester 2 (spring_)). This may involve several meetings, including meetings with academic advisor, to focus in on the best options. Information is also available on OIP website. http://www.utep.edu/oip.

3. Students should have a priority of interests in order to choose the best program for them including finances, courses, and language development. They should visit financial aid to determine options and availability of funding. The student should begin to research and apply for relevant complementary scholarships such as Boren, Gilman, HACU and Laureate scholarships. Generally speaking, if a student has financial aid, and a class will be recognized as UTEP enrollment, with a grade received at the end, that class can be counted towards financial aid. At this point students should understand what costs are involved with the types of programs that they are interested in including specifics of visa, tuition and room and board.

4. The student should begin to apply for a passport, and have already spoken to their family and about going abroad and financing.

5. Academic consultation: When the student has chosen the best school for them, they should select courses that are academically appropriate to their major. They should then take the courses and course descriptions to the advisor from the department where they are asking for credit. (Example, Math classes go to the Math Department and marketing classes are approved at the college of Business). The Agreement form should be taken to the student’s academic advisor. This document indicates the proposed classes, and the classes that will be accepted at UTEP upon return. This will eventually need to be signed by the student, the academic advisor, the Dean of the college (or designated representative), once the course equivalency has been determined, and the OIP. OIP retains the original exchange advising agreement which is due with the completed application. Often availability of classes and approval by the academic advisor will determine the program a student can participate in.

6. Student completes application for study abroad (and scholarship, if applying) and turns it in by deadline indicated on application. This is generally October 1^st for applications for spring or summer, and February 15^th for summer or fall. The Exchange Advising Agreement should be included at this time, and is a requirement for the Scholarship application as well. Specific attention should be paid to individual affiliate program deadlines and host site deadlines. (ISEP deadlines August 1^st and February 1^st).

Students should submit a complete application by the deadline. Including

· Study Abroad and Scholarship application

· 2 academic references

· Statement of interest. The statement should be one page, double spaced, have a BRIEF biography, and state ACADEMIC reasons for applying the study abroad program.

· Official Transcripts (unofficial certified copy from Records “free for UTEP use” are acceptable)

· Copy of past years taxes OR copy of Student Aid Report (SAR) OR copy of PASE recertification

· Typed Resume

· Exchange Advising Agreement completed and signed. (Sometimes it is hard to get this form 100% completed by the application deadline because of reliance on other departments. A copy of the partially completed form is acceptable as long as the student has chosen classes and is in the process of working with the advisor and will bring the completed original in a reasonable amount f time.)

7. OIP screens applications for completeness, and qualifications. Contacts students to clarify information or submit missing documents. Students have no more than 48 hours from date of contact to bring in missing materials. Incomplete applications should not be submitted to the committee.

8. OIP coordinates scholarship committee meeting currently consisting of members from Registrar, Financial Aid, Languages and Linguistics, College of Business, Math Department and OIP. The committee should be representative of faculty and staff who are internationally inclined and have understanding of UTEP policies and procedures. The committee should meet within 2 weeks of the application deadline.

9. Letters of approval or rejection for the program as well as the scholarship are sent to student’s mailing address within one week of the decision. Appeal of rejection for either the program or scholarship is possible within two weeks of notification, but the decision may take up to a few weeks more.

10. OIP sends a letter to office of scholarship with students name, award amount, address and county going to. Scholarships will use this list to verify student’s participation with an itinerary.

11. OIP Director or Study Abroad Coordinator communicates with host institution to convey approval, and to request registration for indicated coursework. Study abroad coordinator should contact partner schools and verify the number of students that they can accept and provide the students’ names that you have nominated to the school. In the case of UACJ, student may also go in person to request coursework. NOTE: Student nomination should be submitted as soon as possible to remain competitive.
12. Students should be emailed or asked to pick up applications for their host schools, if required. The institution application should be submitted with original transcripts, statement of interest, appropriate test scores (example TOEFL), and any documents required by the school such as financial guarantees, photos, or a learning agreement (requested courses). Students should have the applications returned to you in about a week. If possible, ask the student to have a seat in the lobby and fill it out in person so you can expedite your mailing.

13. A date will be set for a study abroad orientation 3 weeks after the scholarship letters. It is a requirement of all students receiving a scholarship. They should be instructed on procedures for obtaining a visa (not in detail and the visa is totally the student’s responsibility, but rather how to obtain the information and how to understand the information that the consulate is requesting). They should complete an add/drop form to be properly admitted into EXCH classes when appropriate or given a consortium agreement for an affiliate program. They should be given a “Rights and Responsibilities Form” and student health information. You should inform them of policies regarding full time enrollment, grades, and changes in coursework. Request that students enroll in direct deposit so all their refund money will go into an account and checks don’t get lost. Additionally, discuss culture shock, home stays, how to call home, banking, power of attorney, and relevant zeitgeist information.

14. Host institution will confirm student’s application by sending them an admissions letter. Coordinator will contact students when the letters arrive and remind them it now time to apply for the visa. Coordinators should be aware of basic requirements by Foreign Consulates. Such as need to appear in person (Spain and France, appear in Houston, time for processing (3 months for Belgium and Sweden) and basic documents required (admissions letters, financial statements, proof of health insurance).

15. All students should have a passport by now. It is almost too late if they don’t have one.

16. For Study Abroad Scholarship, if approved, student reserves plane ticket, takes it to office of scholarship then scholarships releases the funds two weeks before their date of departure. OIP should provide scholarships with a list of students who have been awarded. Funds are disbursed by account credit or check from the Office of Scholarships, upon approval from OIP.

17. OIP sends “add/drop” forms signed by students to Records to register student for appropriate number of EXCH classes/hours for that semester, according to the number of exchange course credit hours that will be accepted, as listed on the Advising Agreement.(must be at least 12 hours represented).

18. During time abroad, student maintains contact with OIP and academic advisor, especially if any further complications arise involving coursework. Coordinator should request changes in courses to accompany course description. The coordinator or student assistant will complete a new Exchange Advising Agreement and send it to the department. Students should understand that grades received abroad are grades receive at UTEP and courses taken abroad will count toward their degree here. Additionally, the coordinator is their representative while abroad and if they need help with any departments on campus, you can assist.

Upon Return

1. Student checks in with OIP for debriefing on experience. This is a thorough interview on their experiences abroad, and includes soliciting any suggestions for improving UTEP’s partnership with the specific institution for the benefit of future students. You should question the students about housing, cost of living, support of the host school, coursework and general experience. To have a better understanding appropriateness.

2. Host institution mails transcript to OIP Director or designate. [In the case of UACJ and other Mexican schools, this will be a “Boleta” or “Informe” de calificaciones”, rather than an official transcript, due to restrictions in Mexican law on issuing official transcripts to students who are not enrolled as degree-seeking at the institution.] Study abroad coordinator, translates the grade given at host to UTEP equivalent, and checks that all classes on the exchange advising agreement are the same as the transcript. Then, carries the original to the Registrar for exchanges and Admissions for transfer credit.

3. OIP sends request to Records to update the EXCH to the courses indicated, and to provide the grade as indicated by the host institution. Substitution should be completed within two weeks of receipt of approval.

4. As a condition of receiving the scholarship students are required to attend an information session or study abroad fair. The coordinator should retain their contact information and invite with enough notice to set up a booth at the fair do a presentation. Students should be asked to send pictures of their host schools.

March 7, 2006

PROCEDURES FOR UTEP INDEPENDENT STUDY ABROAD PROGRAMS—

TRANSFER CREDIT

The following applies to someone who will enroll in another institution directly, intending to receive Transfer Credit upon returning to UTEP.

Pre-Departure:

1. Student goes to the Office of International Programs (OIP) for an initial consultation on program availability, and eligibility requirements for each one. This may involve several meetings to focus in on the best options. Information is also available on OIP website. Very specific attention should be paid to students who are international (carrying an F-1 visa, or who receive PASE tuition waivers), or receive federal grants.

2. Academic consultation: Student reviews coursework at the institution of interest, and identifies possible classes to take. The UTEP International Exchange Advising Agreement is NOT utilized for this. Any coursework to be applied towards degree requirements must be evaluated according to normal transfer procedures. Student next approaches the academic advisor for their major, to explore how such study would fit within the degree requirements, as transfer credit.

3. Financial consultation: if appropriate, the student approaches Financial Aid to determine how the proposed program would affect their standing. Since in this case a grade is not generally transferred, and the student is not formally enrolled in UTEP, Financial Aid cannot be granted by UTEP. If enrolled in a U.S. institution, then Financial Aid would need to be managed by the responsible office in that institution. If the foreign institution is a Title IV school, they would manage Financial Aid.

4. Student returns to OIP for an update on information received from academic and financial aid consultations. Upon deciding which program best suits the student’s needs, an application for both the program itself (if a UTEP affiliate), as well as the Study Abroad Scholarship is given to the exchange candidate.

5. Student completes application for study abroad (and scholarship, if applying) and turns it in by deadline indicated on application. This will generally be October 1^st for spring and summer, and February 15^th for summer and fall.

6. OIP and Study Abroad Committee review applications and approve within 2-4 weeks. Actual timeline depends on availability of committee to meet. Letters of approval or rejection are sent to student’s mailing address within one week of the decision. Appeal of rejection for either the program or scholarship is possible within two weeks of notification, but the decision may take up to a few weeks more.

7. Upon approval for participation in exchange program, student must return to academic advisor or Admissions to confirm their participation.

8. If the program is a UTEP affiliate, OIP communicates with host institution to convey approval, and to request registration for indicated coursework.

9. Host institution confirms available requested courses. If not all requested courses are available, student should consult with academic advisor on alternate choices, and inform OIP of any decisions. Host institution also provides information on housing, if needed.

10. Student makes sure they have passport, and validity will be sufficient for the proposed trip. Student must also apply for and receive any needed visa. At this time, health insurance should also be considered, since they will not have any through UTEP.

11. If approved for Study Abroad Scholarship, student reserves plane ticket, bringing it to OIP for proof of their intention to participate, in order for their Study Abroad Scholarship funds to be disbursed, if approved. Funds are disbursed by check from the Office of Scholarships upon receipt of approval from OIP.

12. During time abroad, student maintains contact with OIP and academic advisor, especially if any further complications arise involving coursework.

Upon Return

1. Student checks in with OIP for debriefing on experience. This is a thorough interview on their experiences abroad, and includes soliciting any suggestions for improving UTEP’s partnership with the specific institution for the benefit of future students.

2. Host institution mails transcript to OIP or Admissions Recorder II. As needed, they provide a copy to academic advisor, confirming that the courses taken were the ones agreed to. Advisor or Admissions indicate agreement to accept transfer work for the semester abroad.

3. Admissions completes process by normal channels to post transfer classes. Student must request original official transcript from host institution to be sent directly to UTEP Admissions. Admissions will provide a notarized copy to the Office of International Programs. In the event that the transcript is sent to the OIP, the OIP will notarize a copy and send the original to Admissions.