Sample Emails (last updated March 4, 2012)
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Credit Processing
Disciplinary Clearance
Fee Bill Payment Reminder
Forms Outstanding
Health Clearance Reminder
Photo Contest
Affiliate Acceptance
Exchange Acceptance
Pre Departure Orientation
Program Termination/Warning (updated 5/20/2013 hmt)
Registration Approaching
Registration for Study Abroad (Affiliated)
Registration for Study Abroad (Exchange)
Travel Alert/Warning
Welcome Back Event
Back Door Student Portal Email
Subject: Credit Processing
The Study Abroad Office has received your transcript from your study abroad program.
Please see your Study Abroad Advisor during credit walk-in hours to review your credit
and grades from abroad. Students are required to complete a Re-Entry Evaluation prior to
their credit being posted to their official UT record. For your convenience, the evaluation
can be found at: http://www.utexas.edu/student/abroad/pdf/re_entry_evaluation.doc
Sincerely,
(insert name and email of individual logged on and sending)
Subject: Disciplinary Clearance
All students studying or conducting research abroad must be cleared by the Dean of
Students Office of Judicial Services. Students do not need to take any action for this
clearance to take place, nor do students need to be overly concerned. For questions
regarding this process contact your individual Study Abroad Advisor.
Sincerely,
(insert name and email of individual logged on and sending)
Subject: Fee Bill Payment Reminder
The Study Abroad Office is writing to remind you to pay your fee bill for [spring 2010]
by the stipulated payment deadline. Failure to pay our fee bill will result in your
registration for your time abroad being dropped. This action could result in your
termination from your study abroad program. For questions, contact your individual
Study Abroad Advisor or consult the Office of the Registrar’s website.
http://registrar.utexas.edu/students/registration/after/payment/index.html
Thank you for your immediate attention to this matter.
Sincerely,
(insert name and email of individual logged on and sending)
Subject: Forms Outstanding
Our records indicate that you have not completed your required pre-departure forms. You
have been given a grace period until [insert date here] to complete these forms. If your
forms are not complete by this date you will be withdrawn from study abroad through
UT, you will no longer have access to UT financial aid and scholarships for your
program, and the study abroad office will not post any credit for work completed abroad.
To determine what forms are outstanding log on to “My SAO”.
https://utdirect.utexas.edu/student/abroad/shared_start.WBX
Sincerely,
(insert name and email of individual logged on and sending)
Subject: Health Clearance Reminder
Students participating in study abroad programs administered by the Study Abroad Office
are required to complete a Health Clearance. Instructions regarding completing this
requirement can be found at:
http://www.utexas.edu/student/abroad/accepted/HCInstructions.html
Failure to complete this process by the date stipulated will result in termination from the
study abroad program.
Sincerely,
(insert name and email of individual logged on and sending)
Subject: Photo Contest
The Study Abroad Office in conjunction with Students For Study Abroad (STUFSA) is
pleased to announce the 2009 Study Abroad Photo Contest. Students interested in
submitting photos should follow instructions found on the website below. The deadline
for submission is [insert date].
http://www.utexas.edu/student/abroad/stufsa/
Sincerely,
(insert name and email of individual logged on and sending)
Subject: Affiliated Acceptance
Dear Jiyeon,
Congratulations! You have been conditionally accepted to participate in the affiliate
program with CIEE: Yonsei University for the Spring 2012 semester. Final acceptance
must be granted by CIEE in order to participate in this program. This letter contains
important information concerning your participation and information on how to remain in
compliance with the Study Abroad Office.
Your participation in this program is contingent on the following:
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You must meet all study abroad requirements as they pertain to this program.
You must attend a mandatory pre-departure orientation session this Fall (look for
email about this soon).
Next steps:
1. Log back into MySAO to complete the required pre-departure documents by
December 1st.
Please note, you will be required to submit passport information and will be enrolled in
mandatory international health insurance for the duration of your time abroad. Upon
official acceptance from CIEE, you will be forwarded your acceptance packet at which
time, you will work directly with CIEE to apply for your student visa (if
applicable). Please be sure to read your acceptance packet thoroughly.
If you have any questions, please do not hesitate to contact me.
Again, congratulations, and best wishes for a successful and productive study abroad
experience!
Kindly,
Subject; Exchange Acceptance
Dear Young,
Congratulations! You have been selected to participate in the reciprocal exchange
program with Seoul National University in South Korea for the Spring 2012
semester. Your nomination has been forwarded to SNU. This letter contains important
information concerning your participation.
Your participation in this program is contingent on the following:
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You must meet all study abroad requirements as they pertain to this program.
You must attend a mandatory pre-departure orientation session this Fall (look for
email about this soon).
Next steps:
1. Complete a host university application and submit by specified deadline
(Attached – Please submit to me by Oct 24th)
2. Log back into MySAO to complete the required pre-departure documents by
December 1st.
Please note, you will be required to submit passport information and will be enrolled in
mandatory international health insurance for the duration of your time abroad. Upon
official acceptance from SNU, you will be forwarded your acceptance packet at which
time, you will make arrangements independently to apply for your student visa. Please
make yourself familiar with the Korean Consulate General in Houston.
If you have any questions, please do not hesitate to contact me.
Again, congratulations, and best wishes for a successful and productive study abroad
experience!
Kindly,
Subject: Pre Departure Orientation
Your pre departure orientation for study abroad has been scheduled for [insert date, time
and location]. This event will give you an opportunity to learn about cultural adjustment,
academic issues, and travel safety as well as give you an opportunity to meet other
students going abroad. Participation at this event [is/not] required. Please RSVP to
[insert].
I look forward t seeing you soon.
Sincerely,
(insert name and email of individual logged on and sending)
Subject: Study Abroad Participation [termination] – must be sent via SAN
Dear <name>,
I write to inform you that your current GPA of 1.8 is not sufficient to maintain your
participation in the summer program to Turkey. Students must be in good academic
standing to participate in official study abroad programs.
I will be updating your UT record today to reflect this change. Subsequently, during the
next registration period you will be dropped from the summer exchange courses.
[add other details as necessary, but not lengthy]
Best regards,
(full signature)
References for Coordinator convenience:
http://world.utexas.edu/abroad/students/minreq
Minimum Requirements
Students must be in good academic standing at the time of application as well as at the time of departure in
order to be eligible to study abroad. Some programs may have additional eligibility requirements, such as
GPA, course prerequisites, language requirement, etc.
Meeting minimum requirements does not guarantee acceptance to the Study Abroad program. An
applicant's total educational and disciplinary record, educational objective, professional attitude, level of
preparedness and interpersonal maturity, advisor recommendations, special talents, personal preparation
and personal achievements may be considered in the selection process.
The University reserves the right to interview the student during the application process and to deny
acceptance to any applicant for any reason the University determines to be material to the applicant's
qualifications. Additionally, The University reserves the right to revoke acceptance at any time.
Subject: Registration Approaching
The Study Abroad office would like to remind you that [spring 2010] registration is
approaching. Even though you will be abroad for [spring 2010] you still must register at
UT for your time away. Registration information and instructions can be found in your
MySAO “Program Specific Orientation Module”. Please access that information at your
convenience. Note: failure to register and pay your fee bill can result in you being
terminated from your program.
https://utdirect.utexas.edu/student/abroad/shared_start.WBX
Sincerely,
(insert name and email of individual logged on and sending)
Subject: Registration for Study Abroad (Affiliated)
Dear Student,
In preparation for your spring semester abroad on an affiliated studies program you will
need to register for study abroad hours during your next registration access
period. Please follow these four steps to make sure that you register and pay correctly:
1. Check your Registration Info Sheet (RIS) to see when your next access period is.
2. Make sure all bars are cleared!
3. During your next access period, log in to UT's Online Registration System Enter in
the Unique Number 00060 one (1) time.
4. Once fee bills are posted on November 8th, go online to your “What I Owe” page
and pay your $400 affiliated studies fee before the January 5th payment
deadline.
Study Abroad registration is critical part of your pre-departure process and successful
registration and payment confirm your status as a UT study abroad student. If you fail to
register yourself correctly for study abroad, you will not be considered a UT student
while abroad, you will not be eligible for UT financial aid and scholarships and the UT
Study Abroad Office will not post academic credit from your time abroad.
Sincerely,
Your Abroad Advisor
Subject: Registration for Study Abroad (Exchange)
Dear Student,
In preparation for your spring semester abroad on an exchange program you will need
to register for study abroad hours during your next registration access period. Please
follow these four steps to make sure that you register and pay correctly:
1. Check your Registration Info Sheet (RIS) to see when your next access period is.
2. Make sure all bars are cleared!
3. During your next access period, log in to UT's Online Registration System Enter in
the Unique Number 00180 four (4) times.
4. Once fee bills are posted on November 8th, go online to your "Tuition and Fees”
page to pay your UT tuition by the January 5th payment deadline.
Study Abroad registration is critical part of your pre-departure process and successful
registration and payment confirm your status as a UT study abroad student. If you fail to
register yourself correctly for study abroad, you will not be considered a UT student
while abroad, you will not be eligible for UT financial aid and scholarships and the UT
Study Abroad Office will not post academic credit from your time abroad.
Sincerely,
Your Abroad Advisor
Subject: Travel Alert/Warning
The U.S. State Department has issued a travel alert/warning for [insert location]. Study
Abroad Students are advised to read the full warning online and take precautions as
advised prior to and during travels abroad. For questions or assistance, contact your
individual Study Abroad Advisor.
http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html
Sincerely,
(insert name and email of individual logged on and sending)
Subject: Welcome Back Event
You are invited you to attend the Study Abroad Welcome Back Celebration.
[insert date]
[insert time]
[insert location]
This is your first step in claiming your credit from abroad. In addition, we’ll discuss how
to incorporate study abroad into your resume, you'll get a chance to meet the international
students who are currently studying abroad at UT and we’ll give you tips on staying
involved with the international community at UT.
We look forward to seeing you.
Sincerely,
(insert name and email of individual logged on and sending)
Template: (Social Work Internships, ARCH PRP, Back door faculty led)
Greetings from the UT Study Abroad Office!
Our office has just recently been informed that you will be traveling overseas in <<semester year>> for
your <<program name>>. Congratulations on this endeavor. We wish you safe and productive travels.
Before you depart, The University REQUIRES that you complete a few simple documents online. The
information gathered in these documents is for emergency purposes only and is confidential in nature.
Please note that the deadline to complete these forms is <<list deadline date>>.
Please log on to the “MY SAO” web portal now to complete the following:
https://utdirect.utexas.edu/student/abroad/shared_start.WBX
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Online Application – confirming your email address, financial aid status and disciplinary
clearance
Emergency Contact Information
Release & Indemnification Agreement – read and acknowledge policy
Emergency Medical Authorization – read and acknowledge policy
Overseas Insurance– all students are required to purchase the UT Overseas Insurance
program; cost $19/week
Flight Information – enter your flight information; if you have not yet bought your ticket just
skip this form and come back to it once you have purchased your ticket
Passport Information – if you have not yet received your passport, skip this form and come
back to it once received
Refund Policy - read and acknowledge policy
Responsibilities of Participation Form/Code of Conduct - read and acknowledge policy
Online Financial Aid Counseling (for those students who have indicated they will be using
aid)
Additionally, students are REQUIRED by UT System to register with International SOS. ISOS is an
emergency assistance company that UT has contracted with to provide information and emergency
assistance to students, faculty and staff. ISOS can assist in a medical emergency, but is NOT health
insurance.
International SOS website: http://www.internationalsos.com/private/utexas/
UT Member #: 11BSGC000037
Thank you for your immediate attention to these requirements. Questions about any of these forms should
be directed to studyabroadoffice@austin.utexas.edu.
Sincerely,