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Overview


This page outlines the procedures for completing Study Abroad Pre-Departure Requirements for students preparing to study abroad.

Instructions

Step 1 -  Complete Program/Host Application Documents

After Study Abroad Approval, students 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. Students are given 10-15 days after the UWF application deadline to complete the program 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 - Students may request a UF transcript through Study Abroad Services at no cost for study abroad applications.
  • Copy of Passport 
  • 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 - Students may use the same essay used for the UWF study abroad application. 
  • Medical History - Medical Clearance - Students may be asked to submit medical information to their program in addition to the Medical History Form in EnrollmFormsOrms at uwf.abroadoffice.net. 
  • Conduct Clearance - Typically requested by other US universities or Study Abroad Providers. These forms should be submitted to Study Abroad Services 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 student's name and email to the host school, such as Kansai Gaidai in Japan. 
  • The host school then contacts the student 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. 
  • The student follows 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 

The student applies with internship provider for placement abroad. Internship placement applications typically require students to submit a resume, cover letter, personal statement detailing their interest in a position abroad, transcripts and a program fee deposit. Students may be prompted to send an advisor approval form to UWF Study Abroad Services to verify you have UWF approval to participate in an internship abroad.

Step 2 -  Complete Study Abroad Enrollment Forms - Due by no less than 3 weeks before you depart

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. 

  • Passport Form - Students who did not upload their passport as part of their study abroad application must input information upload a copy of their passport photo page to the online Passport dynamic 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. 

Course Approval instructions will be provided for students studying abroad on Exchange or transfer credit programs. The Course 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. See Getting Your Study Abroad Courses Approved for more information. 

    • 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.

Step 3 - 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 Services. Each term, Study Abroad Services offers multiple options for students to complete orientation. Students will be offered in-person and webinar options with scheduled dates and times. If students do not attend one of these scheduled sessions, Study Abroad Services will provide makeup materials and a recorded orientation session. A deadline is given for students to complete the orientation and accompanying quiz. Students who do not complete Study Abroad Orientation with Study Abroad Services will have a HOLD placed on their UWF record which will prevent registration changes and access to transcripts. Dates for Study Abroad Orientation are available at 

Step 4 - 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. Students should verify the visa requirement and process with the Embassy of the country in which they will study abroad. 

Students requiring a visa for study abroad 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 students to register with the local government while studying abroad. Local Registration may require an application for a residence permit which allows students to stay for the duration of their study program.

Ongoing Steps

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

FAQs

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