Washington College: A Top-Tier Maryland Liberal Arts College

Study Abroad Application Process

For your convenience, forms related to this section are available below:

Application:

• Application Instructions (PDF)
• Admission Application for Study Abroad Program (PDF)
• Health form (MS Word)
• General Release Document (PDF)
• Professor Recommendation (2) (PDF)

Post Acceptance:

• Confirmation of Participation Form (MS Word)
• International Student Identification Card (ISIC) information sheet (PDF)
• Course Information Sheet (MS Word)
• Travel or flight information (MS Word)

Post Return:

• Program evaluation survey (PDF)

Study Abroad Application

Basic Requirements

• Before beginning the application process, students should consult with their academic advisor, the International Programs Office, and the faculty advisor for the specific international program in which they wish to participate.
• Students need at least a 2.0 grade point average to qualify, but most programs sponsored by Washington College require a GPA of between 2.8 and 3.2.
• Students must be a second semester sophomore or beyond, to study abroad on a semester program.
• Students applying to a foreign language program must have taken at least elementary courses in the language of the host country, and some programs will require intermediate to advanced language ability.
• Consult the International Programs Office for specific program eligibility requirements and openings.
• While abroad, students must be registered as a full-time student taking a minimum of 12 Washington College credits.

Application Deadlines

Applications must be received in the Office of International Programs by the dates given below. Because applications for most programs are reviewed on a rolling basis, students are encouraged to submit applications well ahead of the application deadline. Early responses will be given to early applications. Applications received at a later date will be processed on a space-available basis.

Application Documents

A completed application contains the following documents:

1. Admission Application for Study Abroad Program (PDF)
2. Health form (MS Word)
3. General Release Document (PDF)
4. Professor Recommendation (2) (PDF)
5. Application fee of $200.00 (check made out to WC)
6. Official Transcript from the Registrar's Office
7. Small photo or snapshot

Application Procedures

1. and 2. All applications must include a signed, dated, and notarized Agreement and General Release. It is absolutely essential that students read and become familiar with the contents of the release form before signing it. The form must be signed by a parent or guardian if student is 18 years of age or younger. The form must be signed in the presence of a Notary Public.

3. Two Letters of Recommendation are required. The recommendations should be from professors familiar with the student's college academic background and with their reasons for wanting to study abroad. At least one of them should be from a professor with whom the student is currently studying. If a student is applying to a program with a language prerequisite, one recommendation must be from a language teacher with whom they recently studied. The faculty member should complete the evaluation, seal it in an envelope, and return it to the student, or send directly to Kelly Keer, Director of International Programs.

4. The application fee should be paid by check or money order made payable to Washington College or cash. If accepted into the study abroad program, the application fee will be applied to the Off-Campus Study Fee. This fee is refundable during the application process.

5. and 6. Requests for official transcripts should be made to the Registrar's Office. This service is provided free of charge. Transcripts can be sent directly to Kelly Keer, Director of International Programs. A small passport type photo is also required.

7. After submission of all application materials, students will be contacted by the International Office to schedule an interview with the Director of International Programs. The interview is held in the Office of International Programs and takes approximately 30 minutes.

8. Upon completion of the interview, students will receive official notification of the results of their application, as expediently as possible. Notification is in the form of a letter sent to their campus mailbox. (Once accepted to the program, you are expected to sign a Confirmation of Participation form, pick up a Course Information Sheet, complete additional forms appropriate to your specific program, and obtain a passport. See acceptance procedures for details).

Washington College does not discriminate on the basis of race, sex, sexual orientation, religion, age, marital status, national and ethnic origin, or disability.

Study Abroad Acceptance

If you have received your acceptance letter from the Office of International Programs—congratulations and welcome to your study abroad program. Please read the following instructions carefully and be sure to complete all necessary steps and documents.

Passports and Visas

If you do not have a passport and have not yet applied for one, do so immediately. Applications are available in the International Programs office or at the US Post Office in Chestertown, or on-line: http://travel.state.gov/passport_services.html. If you already possess a passport, check the expiration date, it should be valid for six months after you return from your study abroad program. Most of the countries in which our international programs are located, require a student visa. Students must have a passport before they can apply for a visa. Visa application information and instructions will be provided to all students during the pre-departure period.

Photos

Photos are required throughout the acceptance and pre-departure process. Please consider having at least 6-8 passport photos taken (the UPS store and Eckerd Drug, both take passport photos).

Examples of photo requirements:

• Passport application (2)
• Visa applications (2 or more)
• Host institution applications (1-2)
• ISIC (1)

Acceptance Documents

To continue with the study abroad process, you will have the following documents to complete:

• Confirmation of Participation Form (MS Word)
• Fees and Expenses Sheet
• Course Information Sheet (MS Word)
• Application from host institution
• Accomodations Application from host institution
• International Student Identification Card (ISIC) information sheet (PDF)
• Travel or flight information (MS Word)

Acceptance Procedures

Students must come to the International Programs office to pick up the forms listed above.

1. Student must fill out and sign the Confirmation of Participation form in order to proceed to the next stage of their application.

2. Student must fill out and sign the Fees and Expense Sheet for the program in which they will be participating. For their reference, a copy of this form will be provided to the student.

3. The Course Information Sheet must be picked up and students will have the remainder of the semester to get this form completed. When properly completed, this form provides approval for credit and the WC course equivalent, of each course in which the student wishes to enroll while abroad.

4. Admission Application—all students must complete the exchange student application provided by the international exchange institution that the student is planning to attend, by the deadline stated on the application or by the study abroad advisor.

5. Accommodations Application from the host institution must also be completed.

6. International Student Identification Card (ISIC) information sheet-all students are required to purchase an ISIC. This can be done in the Business Office, please schedule with Debbie Bergen at ext. 7266. Students must present their WC ID, a passport photo, and $22.

Deadlines

The application deadline for admission/housing differ and are specific to each international program, you must be sure to know the date your application is due to be submitted to the Office of International Programs. Always check with the Director of International Programs if you have any questions.

Washington College does not discriminate on the basis of race, sex, sexual orientation, religion, age, marital status, national and ethnic origin, or disability.

Study Abroad Pre-departure

Procedures for each study abroad program are different, so the information below is to provide general guidelines regarding the part of the study abroad process known as pre-departure.

Pre-Departure Orientation

All students must attend a Pre-Departure Orientation before they depart for their semester or year abroad. The purpose of this orientation is to prepare students for their study abroad experience in terms of both general information and program specific information.

• The orientation is held late in the semester before the end of classes.
• Students are notified of the date of the Pre-Departure Orientation in their acceptance letter from the Director of International Programs.
• If a pre-scheduled athletic or academic event prevents the student from attending, the student must notify the Director of International Programs in advance, to schedule a make-up session.

Acceptance Documents

Host Institutions have various acceptance letters and procedures. For details, see the Director of International Programs.

• All students will receive an official acceptance from the international program to which they are applying, either via e-mail or letter.
• Some programs require the student to "Respond to Offer," whereas others have no such form.
• Most programs provide housing information several weeks (longer during the summer) after they issue the official acceptance letter.
• The Official Letter of Acceptance issued by the host institution, is often needed by the student for their visa application.
• An Official Study Abroad or Embassy Letter is also issued by the Director of International Programs to assist the student in their visa application and Immigration/Customs at the port of entry.

Housing

All students will have their housing arrangements confirmed before departure. Student housing options are dependent on the program in which they are participating. Options include:

• On-campus residence halls (dormitories) or student apartments
• Off-campus apartments (flats)
• Host family or boarding house

Living on-campus (if an option) is strongly encouraged. Universities located in metropolitan areas often do not offer on-campus housing, so students are housed in apartments buildings located within convenient commuting distance to campus. Universities offering homestay opportunities to students are responsible for the screening of the host family. A request for a change in housing arrangements may be made should a student be placed in a housing or homestay situation they find to be unacceptable.

Documents

The following documents must be completed and returned to the International Office before the student leaves WC at the end of the semester:

1. Fees and Expense sheet
2. Course Information Sheet (MS Word)
3. Two copies of passport signature/photo page spread (4 copies for students on UDEL programs)
4. Copy of ISIC (International Student Identification Card)

The following documents must be returned to the International Office before the student departs for their study abroad program:

1. Travel or flight information (MS Word)
2. Any of the documents listed above not handed in before the end of the semester

Arrival Information

Details of arrival procedures will be supplied for each program. Some international offices provide airport pick up services for students, whereas other programs require students to arrive under their own arrangements (i.e. taxi, bus, train).

Study Abroad: While Abroad

As Soon as You Arrive

• Contact home to let family and friends know that you have arrived safely.
• Notify the Office of International Programs via e-mail, of your safe arrival, at your earliest possible convenience.

International Office

The International Office at your host institution (Resident Director in the case of joint UDEL programs) is there to provide assistance and guidance for your semester abroad. Please contact them with questions. If your concerns are not getting addressed in a satisfactory manner, always feel comfortable contacting the WC Director of International Programs with any questions or problems you encounter.

Orientation

Host institutions offer various degrees of orientation, ranging from one week to one day. On-site orientation should include guidance and directions on:

• Course registration procedures and general academics
• Campus or university life
• Student clubs and activities
• Banking options
• Internet/phone availability and options
• Medical services and facilities
• Tour of town or city

After You Are Settled

• Send an e-mail to the WC International Office confirming your contact information: physical address, telephone number and e-mail address if different from your WC account.
• Send an e-mail to let us know how you are adjusting. The International Office is interested!

Information from WC

You will receive e-mail correspondence throughout the semester from the Office of International Programs. e-mail is the only way that communication will be sent, so you must check your e-mail often. You will receive correspondence regarding the following:

• Housing at WC for the semester you return-room draw information in the spring semester or room choice in the fall semester. You will be e-mailing your preferences to the Student Affairs office.
• Course Registration at WC for the semester you return-when courses are available on-line, you will choose your courses and e-mail them to your advisor, who will then register you for those courses.
• Travel Warnings or Worldwide Cautions or Public Announcements from the U.S. Department of State-these will be forwarded to you from the Director of International Programs.
• General "hello" e-mails from the study abroad student worker in the International Office-some of these e-mails may request information from you, please respond.

Remember

• Study hard
• Take advantage of the academic and cultural learning experience available to you
• Have Fun!

Return to U.S.

• Think about what it will be like to be back in the U.S.
• Give thought to what you have learned, and the ways that knowledge may be effectively used and shared at WC

Study Abroad: Re-entry

Often described as the most difficult part of the study abroad process, re-entry to your home country, culture and college, can be a significant adjustment.

Documents

• All students are required to complete a Program Evaluation Survey upon their return to WC

Events and Opportunities for Returning Study Abroad Students

• A dinner gathering or picnic is held for all students returning from a semester or year abroad
• Students are asked and encouraged to participate in campus promotion of study abroad. Examples of these events are:
  • Study Abroad Fair—one held in the spring semester and one in the fall semester
  • Admission Open Houses—sessions on study abroad are held to inform prospective students of the study abroad options at WC
  • Parent Weekend—session on study abroad
  • Various on-campus promotions held by the Office of International Programs during the semester
  • Assisting in the pre-departure orientation, to inform students about the specifics of their study abroad program
• Students are encouraged to get meet the new international exchange students, especially those from the institution from which the WC student just returned.
• Students are encouraged to become involved with the International Relations Club and all international students and activities on campus.
• Students are encouraged to participate in the international student orientation given prior to the start of each semester.
• Students may be considered for job opportunities in the Office of International Programs, either as a Study Abroad Student Assistant or as an International Student Peer Counselor. Contact the Director of International Programs to determine availability of positions.