Exchange - International Office

Exchange Programs
Welcome to the Exchange 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 25-30 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 to 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.
What is a UT Reciprocal Exchange Program?
These programs typically allow UT students to study directly alongside local
students at our partner universities. In turn, students from the partner university
are able to study at UT Austin.
As a student in a UT Exchange program, you will earn regular in-residence UT
credit, just as if you were taking courses on campus in Austin. All grades earned for
the courses you take are factored into your official UT Austin GPA, just as they
would be for courses taken on campus.
You will pay your regular UT tuition just as if you were studying here in Austin. In
addition, you will be responsible for paying for housing, food, transportation, and
general costs of living in the host country, just as you would pay for those same
expenses here in Austin. A few programs may also have a program fee.
Tuition and Fees
Undergraduate participants in an Exchange program will pay UT tuition based on
the flat rate tuition schedule. Graduate students will pay regular UT tuition and
fees based on their college or school.
Undergraduates will pay tuition for 12 hours of credit.
Graduate students will pay tuition for 9 hours of credit (unless in a 12 hour grad program)
Visit the UT website’s tuition page for current tuition rates.
Most federal, state and UT institutional aid can be used on Exchange 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
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 by
direct deposit or by mail.
In order for your aid to release, the following items must be complete:
Online Financial Aid Counseling module on MySAO
UT Registration
UT tuition bill (must be paid or deferred to financial aid)
Emergency Tuition Loans
In the event that you have not received your E-FAN by the tuition payment
deadline, you can obtain an Emergency Tuition Loan to complete tuition payment.
Remember, all financial bars must be cleared before processing an Emergency
Tuition Loan.
Registration at UT for term abroad
You will register yourself in Reciprocal Exchange (SAB) 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 inresidence credit for courses taken abroad.
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 – Undergraduate students: Enter the unique number
00180 FOUR TIMES (for a total of 12 hours).
Fall or Spring Abroad – Graduate students: If full-time enrollment in your
program of study at UT is 9 hours, enter the unique number 00180 three times.
If full-time enrollment in your program of study at UT is 12 hours, enter the
unique number 00180 four times.
Summer Abroad – All students: Enter the unique number 70180 TWO TIMES
(for a total of 6 hours).
It is your responsibility to complete registration and payment for your time abroad.
Your tuition bill must be paid by the date indicated on the UT calendar. Your
registration is not complete without payment. If you have difficulties please email
your Study Abroad Program Coordinator.
Registration for Courses Abroad
In addition to your UT registration, you will register for specific courses directly
with your exchange partner institution, either before you leave or when you arrive.
Registration for a full course load is required.
For undergraduates: a full course load is the equivalent of 12 hours for each
semester, 6 hours for each summer session.
For graduate students: a full course load is the equivalent of 9 or 12 hours for
each semester (depending on your college or school), 6 or 9 hours for summer.
If you are not sure what constitutes a full course load or have questions about
how many UT course hours a course abroad is equivalent to, please contact your
Study Abroad Program Coordinator.
Registration for Courses Abroad
Before your program begins, make an appointment with your Study Abroad
Program Coordinator to help you develop a flexible course plan.
Remember to be flexible with your course choices – there is no guarantee of what
classes will be available and what you can take.
If course offerings for your host school are not yet available for the term you will
be abroad, you should view the offerings from current and past semesters for an
idea of what might be available. Courses are often offered every spring or fall, so
look at offerings for past corresponding semesters.
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.
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.
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:
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:
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.
Courses taken abroad on an Exchange program will be posted as in-residence
credit. The credit may fulfill major/minor course credit, language requirements,
area studies requirements, or elective credit as dictated by your college.
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
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 via Abroad101 website
SAO receives the official transcript from the host university*
You sign off on your credit with your SAO Program Coordinator
*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.
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.
Grades for the courses you take abroad are determined by instructors at the host
institution. International grades are converted to UT grades according to
established guidelines.
This is merely a process of transcription. UT will not overrule another instructor's
evaluation. Any issues you have concerning a grade earned abroad must be
directed to the instructor of the course.
The grades earned on an Exchange program will appear on your UT transcript and
be calculated into your UT GPA.
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 a Program
Coordinator in your Dean's Office.
Program Withdrawals and Refunds
If you choose to withdraw from an Exchange program, you must notify your Study
Abroad Program Coordinator in writing as soon as possible.
You are responsible for understanding your Exchange 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 SAB registration and register for regular UT courses. You may be required to
get departmental permission to register. The previously paid tuition bill will be
recalculated to reflect the new courses and any new course fees.
If you withdraw after the 12th class day of the UT semester, your SAB registration
will be dropped. In most cases, you will not be able to register for regular UT
classes. Program Coordinators works with each student in this situation on an
individual basis.
Program Withdrawals and Refunds
For withdrawals due to program suspension, political disturbance, university strike
or uncontrollable acts of nature, Program Coordinators work with each student on
an individual basis.
For withdrawals for medical reasons, Program Coordinators will assist you in
accordance with the published withdrawal policy listed in the UT General
Information catalog.
Exchange Orientation Complete!
You may print or save this presentation now, or access it
on MySAO at any time.
To finish, complete the Acknowledgement Page.
(copy and paste the URL into your web browser)
Exchange Programs
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