Affiliated Programs

STUDY ABROAD ONLINE PRE-DEPARTURE ORIENTATION MODULE

Please use the arrow buttons on your keyboard to navigate through the online orientation. The tabs at the top can be used to review.

Updated: 4.22.15 HMT

Affiliated Programs Program

FeesCourse Evaluations

Grades & Graduation

Withdrawals & Refunds

Billing Registration

Welcome to the Affiliated 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 20-25 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 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.

Financial Aid

Affiliated Programs Program

FeesCourse Evaluations

Grades & Graduation

Withdrawals & Refunds

Billing Registration

What is an Affiliated Study Abroad Program? An Affiliated Study Abroad Program is run by an organization or program provider

that has an official agreement with UT Austin. All Affiliated programs are designed specifically for U.S. students and are approved for the automatic transfer of credit.

Students participating in these programs may take many of their courses at the Affiliate’s “institute” or “center” with other American students. Students with advanced language skills may often take university courses at an associated university with students from the host country.

Grades earned on your Affiliated program will appear on your official UT transcript but are not factored into your UT GPA.

Credit earned for coursework in Affiliated programs is treated as in-residence credit for some purposes (e.g. the "60-hour" rule and the “24 of 30 last thirty semester hours counted toward the degree” rule) and transfer credit for other purposes (does not count as 6 semester hours of advanced coursework in the major). For exact rules, please refer to the appropriate catalog. Page 12 of 2010-2012: http://registrar.utexas.edu/docs/catalogs/ug/ut-catalog-ug1012--abet.pdf

Financial Aid

Program Fees When participating in an Affiliated program you do not pay regular UT tuition. You

pay a $400 Affiliated Studies (AS) registration fee to UT, which will appear on your “What I Owe” page. This fee cannot be deferred to financial aid. Effective Fall 2015, the fee will be increasing to $600 per semester.

You will also pay a program fee to the Affiliate itself. The program fee generally includes tuition at the host school or program, housing, meals, program support, on-site orientation, and excursions or cultural activities. The program fee may also include airfare, books, health insurance and other extras. Since each program varies, be sure to consult your Affiliate's catalog or website to determine what is included in the fee for your particular program.

All Affiliated programs require students to pay a confirmation deposit. The amounts and due dates vary. Send the deposit directly to your Affiliate. This deposit provides confirmation to the Affiliate that you plan on attending the program. In most cases, the program deposit is non-refundable, so be certain that you plan to participate before sending in payment.

Affiliated Programs

Program Fees Course Eval

uationsGrades & Graduation

Withdrawals & Refunds

Billing RegistrationFinancial Aid

Affiliated Programs

Grades & Graduation

Withdrawals & Refunds

Billing – CIEE Only The program fee for Affiliated programs with CIEE is billed through UT. The

program fee will be posted on your “What I Owe” page. You will be required to pay or defer payment to financial aid by the UT deadline, not CIEE’s deadline.

For CIEE students on financial aid: When your aid is released, it will automatically be applied to the program fee posted on your “What I Owe” page. Keep in mind that the Affiliated registration fee must be paid before your aid can release.

If you receive an Affiliate-specific scholarship from CIEE, it will be deducted from the program fee amount posted to your UT account.

CIEE Programs All other Affiliated Programs

Financial Aid

BillingProgram Fees

Registration Course Evaluations

All other Affiliated ProgramsAIFS & CIEE Programs

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation

Withdrawals & Refunds

Billing Registration

Billing – All other Affiliated Programs All other Affiliated programs will bill the student directly. These program fees

should be paid directly to the Affiliate. The payment deadlines vary for each program. Refer to your Affiliate catalog or acceptance materials for payment details.

If you are using financial aid to pay for all or part of your program fee, your Affiliate will require a form indicating when your financial aid will be released and when it will be sent to the Affiliate. The Office of Student Financial Services will need to assist you in completing this form. In some cases, the Affiliate may require partial payment of the program fee as a guarantee that they will receive full payment upon the release of your financial aid. For questions about how financial aid is handled for your program, please contact the Affiliate directly.

If you receive an Affiliate-specific scholarship, the Affiliate will typically deduct it from the balance due.

Financial Aid

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation

Withdrawals & Refunds

Billing Registration

Most federal, state and UT institutional aid can be used on Affiliated programs. To be eligible for financial aid, you must fill out a 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.

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.

Summer aid is often packaged less than one month before program start dates. Plan as if all aid will be in the form of loans unless you are told otherwise.

Financial Aid

Basics Release of Aid Tuition Loans

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation

Withdrawals & Refunds

Billing Registration

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.

In order for your aid to release, the following items must be complete: Online Financial Aid Counseling module on MySAO UT Registration Affiliated Studies fee bill (must be paid and cannot be deferred to financial aid)

Financial Aid

Basics Release of Aid Tuition Loans

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation

Withdrawals & Refunds

Billing Registration

Emergency Cash Loans In the event that you have not received your E-FAN by the tuition payment

deadline, you can obtain an Emergency Cash Loan to complete tuition payment. Remember, all financial bars must be cleared before processing an Emergency Cash Loan.

Financial Aid

Basics Release of Aid Cash Loans

Affiliated Programs

Program Fees

Withdrawals & Refunds

Registration at UT for term abroad You will register yourself in Affiliated Studies (AS) 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 transfer credit for courses taken abroad.

The cost of Affiliated Studies (AS) registration is $400 per semester. This fee will appear on your “What I Owe” page after registration. It must be paid by the date indicated on the UT calendar. The AS registration fee may not be deferred to financial aid. Effective Fall 2015, the fee will be increasing to $600 per semester

At UT Courses Abroad Returning to UT

Financial Aid

Registration Course Evaluations

Billing Grades & Graduation

Returning to UTCourses AbroadAt UT

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation

Withdrawals & Refunds

Billing Registration

Registration at UT for term abroad How to register, using the UT online registration system:

Log on to the UT Registrar’s online registration system. Clear all bars. Fall or Spring Abroad: Enter the unique number 00060 one time. Summer Abroad: Enter the unique number 70060 one time.

It is your responsibility to complete registration and payment for your time abroad. Your Affiliated Studies fee bill must be paid on time (according to the UT calendar) in order for your registration to be complete and your participation in the program guaranteed. This fee cannot be deferred to financial aid. Your registration is not complete without payment. If you have difficulties please email your Study Abroad Program Coordinator.

Financial Aid

Returning to UTCourses AbroadAt UT

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation

Withdrawals & Refunds

Billing Registration

Registration for Courses Abroad In addition to your Affiliated Studies registration, you must register for specific

courses directly with your Affiliated program, as part of the application or acceptance process. For some programs, a language placement test may be required before course registration.

You must register for a full course load with your Affiliated program (at least the equivalent of 12 hours for semester programs, 6 hours for each summer session). Some programs require students to take more hours to achieve full-time enrollment. Students must follow the Affiliate’s requirements.

Before your program begins, make an appointment with your Study Abroad Program Coordinator to help you develop a flexible course plan.

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.

Financial Aid

At UT Courses Abroad Returning to UT

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation

Withdrawals & Refunds

Billing Registration

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.

Financial Aid

Affiliated Programs

Program Fees

Course Evaluations Grades & G

raduationWithdrawals & Refunds

Billing Registration

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: http://world.utexas.edu/abroad/students/accepted/fcaf 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: https://utdirect.utexas.edu/apps/abroad/credit/list/nlogon/

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.

Credit earned for coursework in Affiliated programs is treated as in-residence credit for some purposes (e.g. the "60-hour" rule) and transfer credit for other purposes. Check with your Dean's Office for college or school specific rules. The credit may fulfill major/minor course credit, language requirements, area studies requirements, or elective credit as dictated by your college.

Financial Aid

Pre-Departure While Abroad After Returning

Affiliated Programs

Program Fees

Course Evaluations Grades & G

raduationWithdrawals & Refunds

Billing Registration

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 or the appropriate departmental evaluator.

Financial Aid

Pre-Departure While Abroad After Returning

Affiliated Programs

Program Fees

Course Evaluations Grades & G

raduationWithdrawals & Refunds

Billing Registration

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 SAO receives the official transcript from the host university* You sign off on your credit with your SAO Advisor

*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.

Financial Aid

Pre-Departure While Abroad After Returning

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation Withdrawals

& RefundsBilling Registration

Grades The grades earned on an Affiliated program will not be calculated into your UT

GPA. However, the grades will appear on your UT transcript. You must earn a grade of "C-" or better in order to receive credit for courses taken abroad.

Grades for the courses you take abroad are determined by instructors at the host institution. Any issues you have concerning a grade earned abroad must be directed to the Affiliated program.

Financial Aid

Grades Graduation Restrictions

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation Withdrawals

& RefundsBilling Registration

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 an advisor in your Dean's Office.

Financial Aid

Grades Graduation Restrictions

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation

Withdrawals & RefundsBilling Registration

Program Withdrawals and Refunds If you choose to withdraw from an Affiliated program, you must notify your Study

Abroad Program Coordinator and Affiliate in writing as soon as possible. Each Affiliate has its own withdrawal and refund policy. You are responsible for

understanding your 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 12th class day of the UT semester, you will drop

your AS registration and register for regular UT courses. You may be required to get departmental permission to register. The previously paid AS registration fee will be applied to the regular UT tuition bill.

If you withdraw after the 12th class day of the UT semester, your AS registration will be dropped and the AS registration fee will not be refunded. In most cases, you will not be able to register for regular UT classes. SAO works with each student in this situation on an individual basis.

Financial Aid

Affiliated Programs

Program Fees

Course Evaluations

Grades & Graduation

Withdrawals & RefundsBilling Registration

Program Withdrawals and Refunds For withdrawals due to program suspension, political disturbance, university strike

or uncontrollable acts of nature, SAO works with each student on an individual basis.

For withdrawals for medical reasons, SAO will assist you in accordance with the published withdrawal policy listed in the UT General Information catalog.

Financial Aid

Affiliated Programs

Affiliated Orientation Complete!You may print or save this presentation now, or access it on MySAO at any time.

To finish, complete the Acknowledgement Page.https://utdirect.utexas.edu/student/abroad/stud_orient.WBX

(copy and paste the url into your web browser)