Overview

Instructions

Step 1 Complete Study Abroad Enrollment Forms

Upon receiving email notification of Study Abroad Approval, students will find a new list of forms on their account in the UWF Study Abroad Database at uwf.abroadoffice.net. Enrollment forms are listed here with information on completing each form. 

Enrollment Forms required of all students studying abroad with UWF. 

• Study Abroad Agreement, Waiver and Release Form - Details the student's role as a study abroad program participant and UWF's role in offering a program abroad. 
• Financial Aid Advising Form - requires students to verify they understand if they will be able to use FInancial Aid for their study abroad program AND how the aid may be applied based on the type of study abroad program. 
• Medical History - Students self-identify any health concerns or diagnoses. They also identify any medications they may be taking while on the program. This information cannot be used to deny a student participation on a study abroad program. Study Abroad Services may request medical clearance if a student identifies an existing condition which may make full participation in program activities difficult for the student or cause disturbance to the program schedule. For example, a student with Rheumatoid Arthritis may be asked to provide medical clearance for a program which requires several hours of walking daily on a short-term program. OR A student with respiratory illness such as Asthma may be asked to provide a physician's clearance for travel to a location with significant air pollution. 
• Passport Form - Students must input information from their passport photo page and to upload a copy of the passport to the online form. 
• Study Abroad Health and Accident Insurance - 
  • Independent Students, i.e., students going to a location abroad without a UWF or other study abroad group program. 
  • Faculty-Led Program Students will be enrolled in the UWF Study Abroad Health and Accident Insurance Plan. The fee for this insurance is included in your program deposit for study abroad. To complete the Study Abroad Health and Accident Insurance Form, Faculty-Led Program Students will upload a copy of their insurance ID card which is sent by email before the program departure. 
  • Group Program Students on programs such as the Catalyst and Village will be enrolled in the UWF Study Abroad Health and Accident Insurance Plan. The fee for this insurance will be billed to each student's account at UWF and is due with tuition for the program abroad. Group Program Students will upload a copy of their insurance ID card which is sent by email before the program departure. 
  • Students on Programs through other universities or study abroad provider programs may have insurance included in the program fees for their term abroad. Students with insurance included in their non-UWF program fees should work with their program provider or host university to complete the Study Abroad Health and Accident Insurance Verification Form.

Additional Enrollment Forms required for most programs. 

Follow these instructions for pre-departure requirements for study abroad. 

Complete Program/Host Application Documents

After Study Abroad Approval, you must complete the host or program specific application forms NOT found on the UWF website. Host applications may be online - received by email or forms that need to be printed to be completed. You are given 10-15 days after the UWF application deadline to complete the host application. Host applications are submitted to the host school or program and may require some or all of the following items be submitted in printed or electronic format:

Host School Application - Application forms may be in an online portal or a form that must be printed, or both. Host school applications requiring "Home Institution" or "Exchange coordinator" approval need to be signed by Study Abroad Services Staff. Host Applications requiring home institution "faculty approval" should be signed by the student's academic advisor

• Academic Transcript - You may request a UWF transcript through International Affairs at no cost for study abroad applications.
• Copy of Passport Photo page. 
• Learning Agreement or Proposed course selection - Not final course selection. Course choice at application helps the host program determine what academic area a student will study in while abroad. 
• Essay on why you chose the program.
• Medical History - Medical Clearance - You may be asked to submit medical information to your program.
• Conduct Clearance - Typically requested by other US universities or Study Abroad Providers. These forms should be submitted to International Affairs which will verify Conduct Clearance with the UWF Office of Student Rights and Responsibilities. 
• Online Language test
• Housing Application
• Copy of high school diploma
• Electronic Portfolio of work - for Arts area students planning to participate in studio or performance courses abroad. 

Two examples of program applications are provided here for student information.

Program/Host Application Example 1 - Online Host Application with Mailed in Documents

• UWF Study Abroad submits the your name and email to the host school, such as Kansai Gaidai in Japan. 
• The host school then contacts you with information on how to log into the online host application portal and a list of hard copy documents that must be mailed to the school abroad. 
• You follow the Admissions Procedures outlined by host school which include online form completion and submitting hard copy items of recommendation letters, UWF transcript, and required photographs. 

Program/Host Application Example 2 - Internship Application 

You apply with internship provider for placement abroad. Internship placement applications typically require you to submit a resume, cover letter, personal statement detailing your interest in a position abroad, transcripts and a program fee deposit. You may be prompted to send an advisor approval form to UWF International Affairs to verify you have department approval to participate in an internship abroad.

Complete Study Abroad Enrollment Requirements - Due by no less than 3 weeks before you depart

Upon receiving email notification of Study Abroad Approval, you will receive email notification with information on the next steps for study abroad enrollment. 

Enrollment requirements include 

• Submit copy of Passport photo page - If you do not upload your passport as part of your study abroad application, you must email a copy of your passport photo page to studyabroad@uwf.edu as soon as the copy of the passport is available. This should be completed no later than one month before departure. 
• Getting Study Abroad Health and Accident Insurance
• Course Approval instructions will be provided
• Pre-Departure Checklist - The Checklist encourages students to think ahead about their program abroad. The list includes questions students may have about their study abroad location as well as questions students may not have considered before review of the Pre-Departure Checklist. 
• Copy of Participation Request Form will be uploaded by UWF Study Abroad Services for students on exchange and transfer credit programs. The original is sent to the UWF Registrar.
• Course Approval will show for students studying abroad on Exchange or transfer credit programs. The Course approval Approval process will differ based on the type of program. Each student will only see the one placeholder course approval process specific to their program abroad. The Online Enrollment Form for Course Approval will include instructions on completed each of these forms which require action outside of the Study Abroad Database and may require printing forms for signature. 

  • i) International Exchange Advising Agreement is required for students studying with one of UWF's partner institutions for exchange credit. 

  • ii) Transient Student Form through Florida Shines for programs offered by Florida Public Universities and State/Community Colleges.

  • iii) Study Abroad Enrollment Authorization Form is required for students on approved transfer credit programs not offered by Florida Public Universities and State/Community Colleges.

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• See Getting Your Study Abroad Courses Approved for more information. 

Attend Mandatory Study Abroad Orientation Presented by Study Abroad Services

While faculty-led program directors and transfer credit programs will offer orientation specific to each program abroad, all students complete Mandatory Study Abroad Orientation with Study Abroad ServicesInternational Affairs. Each term, Study Abroad Services International Affairs offers multiple options for students to complete orientation. Students You will be offered in-person and webinar options with scheduled dates and times. If students you do not attend one of these scheduled sessions, make up materials and recorded session will be provided and a deadline given for students International Affairs will provide makeup materials and a recorded orientation session. A deadline is given for you to complete the orientation and accompanying quiz. Students who If you do not complete Study Abroad Orientation with Study Abroad Services International Affairs, you will have a HOLD placed on their your UWF record which will prevent registration changes and access to transcripts. Dates for Study Abroad Orientation are available at 

Step 1

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Ongoing Steps

Apply for Visa and/or Residence Permit as required by the host country

Most students on semester-long programs abroad will need to apply for an entry visa to their host country. The Visa Application Process varies by country and may require an in-person interview at the Consulate or Embassy of your host country. You should verify the visa requirement and process with the Embassy of the country in which you will study abroad. 

If you require a visa for study abroad, you should apply 60-90 days before the start date of the program to allow adequate processing time for the visa. Visas are entry permits which may expire before the end of your study program. If you are not sure if you need to apply for a visa for study abroad, review the information for your host country at https://travel.state.gov/content/studentsabroad/en/visa.html. 

NOTE: Students applying for a visa for study abroad will need to mail or leave their passport with the host country consulate or embassy for 2-6 weeks while the visa application is processed. 

Some countries require you to register with the local government while studying abroad. Local Registration may require an application for a residence permit which allows you to stay for the duration of your study abroad program.

Enroll in STEP program (not required but highly recommended)

STEP is a free service for U.S. citizens traveling or living abroad to receive safety and security alerts and other local updates by email from the nearest U.S. embassy or consulate. In the event of an emergency, STEP makes it easier for the nearest U.S. embassy or consulate to contact you with recommended actions.

The updated STEP platform allows users to use a login.gov account to customize subscriptions and receive country-specific alerts during the timeframe of their choice.  Users can now enroll multiple trips or locations at once and can modify subscriptions or unsubscribe at any time.

Ongoing Steps

You should maintain contact with UWF International Affairs as well as the faculty Students should maintain contact with the program director, host institution or study abroad provider for their your program. Students You may receive updates and information for their your program from these contacts in addition to communication from UWF Study Abroad ServicesInternational Affairs. 

FAQs

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