STUDY ABROAD ONLINE
PRE-DEPARTURE
ORIENTATION MODULE
Affiliated Programs
Welcome to the Affiliated Programs Online Orientation!
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This module covers all of the topics listed on the tabs above to help prepare you
for your program abroad.
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This module will take approximately 20-25 minutes to read.
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If you have any questions about the information in these modules, we encourage
you to talk to your Study Abroad Program Coordinator.
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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.
What is an Affiliated Study Abroad Program?
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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.
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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 20102012: http://registrar.utexas.edu/docs/catalogs/ug/ut-catalog-ug1012--abet.pdf
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.
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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.
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 $400 Affiliated registration fee must be paid before your aid can release.
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If you receive an Affiliate-specific scholarship from CIEE, it will be deducted from
the program fee amount posted to your UT account.
Billing – All other Affiliated Programs
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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.
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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.
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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 .
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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In order for your aid to release, the following items must be complete:
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Online Financial Aid Counseling module on MySAO
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UT Registration
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Affiliated Studies fee bill (must be paid and cannot be deferred to financial aid)
Emergency Cash Loans
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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.
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.
Registration at UT for term abroad
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How to register, using the UT online registration system:
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Log on to the UT Registrar’s online registration system.
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Clear all bars.
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Fall or Spring Abroad: Enter the unique number 00060 one time.
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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.
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.
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Before your program begins, make an appointment with your Study Abroad
Program Coordinator to help you develop a flexible course plan.
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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
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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.
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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:
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http://world.utexas.edu/abroad/students/accepted/fcaf
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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.
While You are Abroad
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If you are enrolled in a course that was not evaluated prior to departure, you will
need to do the following:
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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.
After Returning from Abroad
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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.
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Your credit will be posted once everything listed below is complete:
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All courses taken abroad have been evaluated
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Program Evaluation has been submitted online
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SAO receives the official transcript from the host university*
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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.
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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.
Grades
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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.
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.
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.
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.
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)
Affiliated Programs