Outgoing Student Administration

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Outgoing Student Administration

ADVERTISING

The success of programs begins with the enthusiasm of the Program Director. As more students participate in the program, they spread the word about their experiences. The Study Abroad Programs office can help advertise your exchange program. Colleges or departments may also have resources to assist in advertising your program. Please see the “Advertising” section.

ADVISING

All students who plan to study overseas, even those who have already committed to a Georgia State University program, should be encouraged to attend a Globe-Trekker Seminar in the Study Abroad Programs office (current schedule is posted here). These seminars are held several times a week and cover the following subjects:

• The wide range of available study abroad and exchange programs and how to choose the right one

• How to successfully apply to a study abroad program

• How to facilitate the transfer of credits and grades (when applicable)

• How to set up financial aid and other ways to acquire funding for study abroad

• Time for our staff to answer any questions that students may have about their upcoming experience

These seminars have proven very useful to students in making sure that they have all of the correct information about forms and procedures for study abroad at Georgia State University. If students have further questions, the Study Abroad Programs office also offers individual advising for students on a walk-in basis. Please check our website for current walk-in hours. While the Study Abroad Programs office tries to answer as many questions as possible, we refer students to you if they have specific questions about your exchange that we cannot answer. To alleviate the back-and-forth for students, we encourage Program Directors to share as much information as possible with Study Abroad Programs to offer students the best service possible. We encourage students to contact the Program Director before applying to the program and to introduce themselves. Additionally, students may go directly to the Program Director for information about their program without having gone through our office. Please advise students to contact us should they have any questions about financial aid, scholarships, or other topics that you cannot answer.

FINANCIAL AID & SCHOLARSHIPS

One of the largest deterrents to studying overseas can be the cost. You will undoubtedly have students asking you for advice on how to fund their participation in your program. We have compiled an information document to help point them in the right direction. All degree seeking Georgia State students who meet the minimum GPA requirements and take your program for credit are eligible for the International Education Fee (IEF) Study Abroad Scholarship. For more information including deadlines, please see the IEF Scholarship page.

Students may also be eligible for several other study abroad scholarships, including other scholarships provided within the colleges. The College of Arts &Sciences offers the Theresa Nash Bernstein Scholarship, the Robin Huff Student Exchange Endowment, and the Goodale Family Scholarship. The Robinson College of Business offers the Nita Robinson Scholarship, and the College of Education also offers a scholarship.

Additional scholarships funded by the U.S. government, corporations, and study abroad organizations may also be available to your students. The Study Abroad Programs office advises on these types of scholarships as well as alternative funding options. 

The “How to Afford Study Abroad Workshop” is a workshop our office offers twice yearly to provide an overview of the many scholarships available to students, as well as to show students how to fundraise for study abroad. Please refer to our website for the most recent schedule.

NON-RESIDENT STUDENTS

If you have any non-resident students enrolled in your program, they should only be charged in-state tuition for your courses plus a $250 fee. Unfortunately, this does NOT happen automatically in Banner upon registration. Please send Dawn Foster, Assistant Director of Study Abroad Programs a list of these students as soon  as possible, and she will work with Student Accounts to apply the proper charges. Otherwise, these students will be charged out-of-state tuition.

STUDENTS WITH DISABILITIES

Students with documented disabilities who may need special accommodations during their study abroad experience should discuss these needs with the Program Director at the time of application. Program Directors should work with the staff of Study Abroad Programs and the Office of Disability Services to determine appropriate accommodations on a case by case basis. http://www.gsu.edu/disability

STUDENTS WITH MENTAL HEALTH ISSUES

Issues of mental health are increasingly common on campuses and will consequently become a more  common reality among study abroad students. While it is not required that a student disclose any such issues to you prior to joining your program, it is important to be aware of this possibility and the support available for a student. If you have any suspicion that the behavior of a student may be related to a mental health issue, it is within your right to contact our office for guidance, and we will work with the appropriate offices on campus to help determine what course of action might be necessary.

MONITORING STUDENT PROGRESS WHILE ABROAD

Program Directors should maintain contact with GSU students abroad via email. It is important to monitor progress and assist with helping them to acclimate to their new host university and ensure they have successfully registered for the appropriate courses.

INTERNATIONAL STUDENTS

If you are working with an international student (non-U.S. citizen or Permanent Resident) who plans to join your study abroad program during their time here at Georgia State, please advise them that they will need to visit the office of International Student and Scholar Services (ISSS) to determine if there is any additional paperwork required regarding their visa status. Please make sure that they contact ISSS well in advance of the program’s departure. www.gsu.edu/visa

PASSPORTS, VISAS, VACCINATIONS

All U.S. citizens must have a valid passport in order to travel outside the U.S. These can be obtained through the United States Postal Service. Students can visit our passport page for more information.

Determine in advance if your students will need visas in order to take part in your program. Many countries allow U.S. citizens to enter without a visa for stays of three months or less. Check with the  embassy/consulate of the country you will be visiting to verify whether your students will need a visa, the type of visa, and how to obtain it. Most countries charge a fee for visas, though some do not. Please let students know of any such fees in advance. Information is available at http://embassy.org and http://travel.state.gov. Start early, as visas can take some time to obtain.

A visa instruction document can be added to the online study abroad application system. Please let us know if you would like us to include visa instructions for your program.

The Centers for Disease Control and Prevention (CDC) divides vaccines for travel into three categories: routine, recommended, and required. Visit the CDC website for detailed information and requirements for your program destination. Advise your students early to obtain any required vaccinations per specified deadlines. http://wwwnc.cdc.gov/travel/

CLARIFYING DETAILS

Students are often confused about the details of exchange programs, so it is very helpful to clarify details of the exchange that will pertain to all students, such as information on what kind of tuition, fees, and housing costs they can expect to pay and to whom; whether they will register for Georgia State courses and/or overseas courses; whether they will receive Georgia State credit or transfer credit; what their living arrangements abroad will be; and what they need to do to set up financial aid.

APPLICATION PROCESS

The Study Abroad Programs website is the portal for all applications. Each program’s application includes a generic application form, requirement to meet with the program director, and other important reminders and information or the students. We will happily create additional customized application materials for your program such as transcript submission, recommendation letters, additional essay questions, language proficiency tests, and more. Please contact the Study Abroad Coordinator to set up a time to discuss your program’s application and acceptance items.

Program Directors review the applications and make acceptance decisions. As programs become more popular and student applications increase, the need for a review committee may become necessary. A review committee may make the selection process more objective, and it ensures our best students are selected to participate on the program.

ACCEPTANCE PROCESS

It is important that the students who are sent abroad meet the requirements of the exchange as laid out in the agreement. Consistency in applying standards will avoid problems later if students who are not accepted into the program raise questions. A student’s personal maturity and preparedness for study abroad should be considered. As exchange students, they will face the need to make many decisions on their own, as well as be able to succeed in the host university’s academic culture.

When you accept your students through the online application system, they will automatically receive new documents with information about required health forms, registering for mandatory insurance (see below), pre-departure advice, and a checklist for the student. Students are required to upload a copy of their passport, a completed Physician’s Certificate, and enter information about their plans while abroad. We encourage you to share with us any required forms or documents the students may need to submit to the host institution so that we can add these as another automatically deployed requirement.

INSURANCE

All students who study abroad through Georgia State University are required to have mandatory international medical insurance provided through HTH Worldwide. Once students are accepted into a program, they will receive instructions for logging on to the HTH website and registering themselves for insurance. The Study Abroad Programs office will verify before the start of each semester that every outbound exchange student is registered for the insurance for the duration of their time on the program. The rate is $8.70 per week, and students can pay online via credit/debit card. Program Directors do not need to handle any insurance forms or checks.

STUDENT FORMS

Below is a list of required student forms to be turned in to Program Director, unless otherwise noted:

Online application and acceptance items as detailed in the program-specific application

Intent to Study Off Campus (Received from and Submitted to Financial Aid)

EMERGENCY POCKET BROCHURES

Emergency Pocket Brochure will be created by the Study Abroad Programs office and printed as needed for you to distribute to the participants and/or their families at their pre-departure orientation. We ask that you complete a quick template and email it back to us. We will check with you each year to confirm that the information is current.

NOTIFYING THE OVERSEAS INSTITUTION OF INCOMING STUDENTS

Most partner universities require notification of incoming students at least two months prior to their arrival. Some institutions require a packet that contains information such as the names of the students, copies of the students’ passports and/or visas, courses the students intend to take, and other logistics. Please be sure to communicate the student information with the partner university in a timely manner. We recommend that these processes are added to the online study abroad application system. The Program Director will need to share this information with the Study Abroad Programs office so that we can create the online materials.

COURSE REGISTRATION & CREDIT

Institutional Credit – Programs that earn institutional credit (Georgia State credit) require the students to register for courses in GoSolar. Students may also need to “double register” at the host university. Program Directors set up Georgia State off-campus courses in Banner using the appropriate registration codes. The code “F” triggers off-campus and regular mandatory student fees, which is correct for many international exchange agreements. *However, if your exchange agreement specifies other arrangements for student fees (such as that the student pays only the technology fee and mandatory BOR fee), please contact Enrollment Services or your college or department Course Scheduler for the appropriate registration codes.

Important: Please ensure that registration codes are applied consistently for all outgoing students on the same exchange.

If students are taking overseas courses outside of your department’s focus, please be in touch with the student, corresponding Georgia State department, and Course Scheduler to ensure the appropriate off campus courses are set up using the correct codes, and that the student has registered for the appropriate courses.

When students complete their overseas coursework, a transcript or written evaluation of the student’s work should be sent to the Program Director, who then enters the grades in Banner for the student’s GoSolar courses. If the transcript or evaluation is not available by the GSU grade submission deadline at the end of the semester, the Program Director should enter “Incomplete” for the student’s courses until the grades become available. IMPORTANT: Under no circumstances should a ‘placeholder’ letter grade be entered. *Students should be reminded to request their transcript before leaving the host country.

Transfer Credit – Programs that earn transfer credit are most often set up so that Georgia State students pay nothing to Georgia State and are not enrolled in GoSolar courses; students register at the host institution only. When the exchange involves transfer credits, students need to fill out the Transfer Credit Approval Form (on the second page of the Student Data Sheet) and have their overseas courses approved by their academic advisor in the Office of Academic Assistance. This process should be completed before the student leaves Atlanta; however, if this is not possible, students can complete the transfer credit approval process while abroad via email with the appropriate parties in Atlanta. This should always be completed before the student arrives back in Atlanta.

If a student fills out the Transfer Credit Approval Form and then finds that the overseas institution can no longer allow them to enroll in the courses requested, they should contact their Program Director by email as soon as possible. The student must request approval for the replacement courses and add the approval to their Transfer Credit Approval Form. The academic advisor may indicate their approval via email and the email should be copied to the Study Abroad Programs office, the Program Director, and to the student.

Upon completion of the term abroad, transcripts from overseas institutions should be sent to the Office of Undergraduate Admissions for processing. The student’s Student Data Sheet/Transfer Credit Approval Form will be on file with Undergraduate Admissions or the appropriate Graduate Admissions liaison, so that when the transcript arrives at Georgia State, Admissions can process the transfer credits without delay. The current contact for undergraduate programs is Lan Nguyen. For graduate students, the Program Director must send the materials to the designated graduate program liaison within their college.

It is very important that transcripts from the overseas institution get to Georgia State University as soon as possible. HOPE scholarship eligibility may be adversely affected if the transcripts are not processed at Georgia State in a timely fashion. Before they return to the United States, students should make sure they correctly fill out any paperwork the overseas institution requires for transcripts to be sent to the home institution (Georgia State).

For TRANSFER CREDIT only, overseas transcripts should be sent to:

FOR UNDERGRADUATES STUDENTS:

FOR UNDERGRADUATES STUDENTS:

Lan Nguyen
Georgia State University, Office of Admissions
P.O. Box 4009
Atlanta, GA 30302-4009 USA

FOR GRADUATE STUDENTS:

ANDREW YOUNG SCHOOL OF POLICY STUDIES
Office of Academic Assistance
Georgia State University
P.O. Box 3992
Atlanta, GA 30302-3992 USA

COLLEGE OF ARTS AND SCIENCES
Office of Graduate Studies
Georgia State University
P.O. Box 3993
Atlanta, GA 30302-3993 USA

ROBINSON COLLEGE OF BUSINESS
Office of Graduate Admissions
Georgia State University
P.O. Box 3988
Atlanta, GA 30302-3988 USA

COLLEGE OF EDUCATION
Office of Academic Assistance
Georgia State University
P.O. Box 3977
Atlanta, GA 30302-3977 USA

COLLEGE OF HEALTH AND HUMAN SCIENCES
Office of Academic Assistance
Georgia State University
P.O. Box 3995
Atlanta, GA 30302-3995 USA

COLLEGE OF LAW
Georgia State University
Office of Admissions
P.O. Box 4049
Atlanta, Georgia 30302-4049 USA

OFFICE OF FINANCIAL AID

Financial Aid requires all students studying overseas to complete the Intent to Study Off-Campus form. The student should meet with a Financial Aid Advisor regarding the program. Financial Aid can then assist the student in understanding what aid is available, what the student must do and any and all deadlines that must be met. If students earn transfer credit for their coursework (i.e. students are not registering for courses on GoSolar) and are not paying tuition or fees to Georgia State, they must also complete Financial Aid’s Consortium Agreement (not required if student is earning Georgia State credit).

Program Directors should remind students that any coursework attempted abroad counts as attempted hours for HOPE scholarship determination. If a student withdraws for a course while on an exchange, it counts toward their withdrawal limits and as credits attempted.

RE-ENTRY

Program Directors may decide to conduct a post-program meeting with students once they return to campus. Because of the difference between academic calendars from the US and overseas institutions, students may need assistance with getting grades posted or transferred upon return. The re-entry session provides an opportunity to learn of any issues or concerns that may need to be addressed for future students. Study Abroad Programs sends out a re-entry packet of information to all students who return from studies abroad.

PROGRAM EVALUATION

Study Abroad Programs will administer an online program evaluation. Students will automatically receive the evaluation after the program concludes. Evaluation results will be shared with the Program Director. The evaluation is a mandatory component of the Study Abroad Management Policies.

Study Abroad Programs will administer an online program evaluation. Students will automatically receive the evaluation after the program concludes. Evaluation results will be shared with the Program Director. The evaluation is a mandatory component of the Study Abroad Management Policies.

Also, don’t forget to tell your students about Crossing Paths, Crossing Cultures International Photo Competition. It’s a great way to further promote your program. The awards ceremony, held in November, is also a perfect opportunity to have a reunion with your students. This event is also when our Program Director of the Year for the previous academic year is announced! Please join us and encourage your students to do the same! Click here for more details.

 

 
There are still some spots available on GSU's "India: A Journey" study abroad program for this Fall! via @GSUStudyAbroad 3 weeks ago