Application and Enrollment
As every faculty-led program comprises an academic course and a study tour, the Office of Education Abroad undertakes different procedures to build both elements. Your program participants must both apply through the Office for the program and, after they commit to their applications, enroll themselves in the associated course(s).
Program Application
Once the Director of Education Abroad approves your program proposal, the Office will create a digital brochure for your program through ViaTRM, the Office’s online program database. This brochure is where participants may access program information, including but not limited to dates, itinerary, and payment information. The brochure is the same location where all participants may start their online program applications.
Pending Phase
Once prospective participants create applications, their applications will be in the “Pending” phase. At this point, applicants must review and electronically sign Office policies and procedures. Note that participants do not need to possess valid passports to apply to a program. At this stage, they only must acknowledge that it is their sole responsibility to secure valid passports in order to travel on the study tour.
Some programs may include additional material requirements or questionnaires, depending on the nature of the program.
While applicants complete these elements, the Office will work with Student Conduct to vet students' behavioral records. If these units classify an applicant as a student of concern, the Office will reach out to you with more information. Once participants complete all parts of their applications, fulfill all eligibilty requirements, and gain disciplinary clearance, they are ready for approval.
Approval Phase
Once the application deadline for your program has passed, and depending on your participant selection methods, the faculty leader and the Office will work together to determine which of the applicants to accept into the program.
In addition, the faculty leader and the Office will determine a Commitment deadline that establishes a period of time by which accepted students must commit to the program.
Once you as the leader select your roster of accepted participants, the Office will change these applicants’ statuses to the “Approved” phase. At this point, the applicant has until the Commitment deadline to log into their applications, complete the Student Agreement, and click the “Commit” button.
Committed Phase
Once applicants have committed to their applications, their status changes to the “Committed” phase. At this point, they are bound by the policies listed in the Student Agreement and on the Office's website.
Once a final roster of committed applicants is completed, and the minimum number of fee-paying students as listed on the program budget is achieved, the Office may begin to pay invoices related to the program.
Course Enrollment
After securing a program’s final roster of committed applicants, Office staff will grant enrollment permission to those participants who wish to enroll in the program for credit. Participants are responsible for enrolling themselves in the course before the course start date.
If a course is offered for variable credit, participants will need to enroll in the correct number of credits.