How to Apply to a Study Abroad Program

For UR students, applying to study abroad is a two-stage process. First, you submit a Study Abroad Proposal. Second, you complete applications for the specific programs in which you hope to participate.

Study Abroad Proposal

All students planning to study abroad during the academic year are required to submit an electronic proposal. If you are applying for a summer study abroad program, you do not need to submit a proposal. Proposals are due September 15 for spring programs, and February 1 for fall or full-year programs. The proposal form is available on the web site of the Center for Study Abroad at: www.rochester.edu/College/abroad/students/proposal.html

Students who are on disciplinary probation, or who have disciplinary action pending against them, are not eligible to study abroad.

The Proposal for Study Abroad is not an application to a study abroad program. Rather, it is your first, formal declaration to the College that you intend to spend a semester or a year studying overseas.

The Study Abroad Proposal is evaluated to ensure that you have established yourself academically prior to studying overseas. Students who are on academic probation may not study abroad. You must officially declare a major prior to studying abroad, and you should be making satisfactory progress toward completing your degree. There should be no missing or incomplete grades from previous semesters. Poor academic performance in the semester prior to study abroad may jeopardize your eligibility. In order to apply to a UR-sponsored study abroad program, you must have a cumulative GPA of at least 2.80.

Program applications

Once your proposal is approved, the second step in applying to study abroad is to submit applications to specific programs in which you hope to participate. Each program has its own requirements; sometimes these requirements differ from those of the UR. In all such cases, the UR requirements override the program guidelines. Using the descriptions in this Guide, make a list of the programs that interest you. Catalogues and applications for UR-sponsored programs are available at the Center for Study Abroad. For programs sponsored by other colleges and universities, you may request catalogues and applications by phone or on line. The Center for Study Abroad keeps a limited collection of catalogues from non-UR study abroad programs.

You may wish to consider as many as ten to twelve programs, and make your final choice on where to apply once you have examined them all. Unless you have special circumstances, don’t apply to more than three programs. Depending on your GPA and the admission requirements of the programs you choose, you may be able to apply to just one program. Talk this over with a study abroad adviser.

If you are applying to an IES program, click here for application instructions.

If you are applying to a CIEE program, click here for application instructions.

Application deadlines vary. For fall semester or full-year programs, deadlines typically range from February 15 through April 15. For spring semester programs, deadlines are usually between September 15 and November 15. Summer programs may have deadlines as early as February 1 or as late as April 1. Some programs, such as the IES centers in Japan, require applications as far as nine months in advance. Expect to begin preparing your application at least four to six weeks in advance of the deadline. While it should not take long to write essays and fill out the application itself, allow plenty of time to obtain recommendations, transcripts, medical clearance and security reports. Some applications are more involved than others. All require that you submit official transcripts from all colleges and universities you have attended (including UR). Some require a personal statement; others require essays. Most programs require that you submit a form or letter indicating the approval of your academic dean or study abroad office. Request this from the Center for Study Abroad, which provides the authorization on the basis of your Study Abroad Proposal. You may have to submit signed course approval forms before your application can be authorized.

Programs often require the approval of a departmental adviser, or a confidential faculty recommendation. If you are applying to several programs, ask the professor to write just one general recommendation on departmental letterhead and attach a copy to each form. This allows the professor to write one rather than several recommendations. Request these letters of recommendation well in advance of program deadlines; two weeks is the minimum.

If you are not a US citizen, anticipate visa or passport delays. Look into this as early as possible in order to avoid problems at Immigration. Visas can take anywhere from four weeks to four months to obtain, depending on your circumstances. Consult with an advisor in the UR International Services Office in order to ensure that you remain in status and may re-enter the US without difficulty.

Many study abroad programs now offer on-line application forms, which allow you to immediately submit your application to the program sponsor. Even if you apply on-line, you still need to request paper copies of your academic transcript(s), as well as your UR College Dean’s Authorization or home school approval (available through the Center for Study Abroad), and letters of recommendation (if required). Allow at least one week for processing and mailing of those documents. Students are still welcome to submit paper applications for most programs.

Be sure to keep a photocopy of all parts of your application materials. If your essay is submitted online, keep a backup as well as a hard copy.

Use the Study Abroad Checklist for a handy list of steps to take when applying to study abroad.

Applying for Passports & Visas

This page will give you information on applying for your passport or visa.

Applying to UR-sponsored programs

Acceptance to a University of Rochester study abroad program is not automatic. You need to apply on time (application deadlines are listed in this Guide) and meet the program requirements. Minimally, you need to have a cumulative grade point average of 2.80 or better, although some programs require a higher GPA. You will need to secure approvals and recommendations from faculty advisers. Pick up applications for UR programs from the Center for Study Abroad; likewise,
submit all paper application materials for UR study abroad programs to Lattimore 206.

Applying to a non-UR program

Staff in the Center for Study Abroad work with students interested in any study abroad program regardless of whether it is sponsored by UR or not. If you apply to a non-UR program, you are responsible for determining the program’s requirements and deadlines. Send applications directly to the program sponsor. GPA requirements may be lower or higher that those of UR-sponsored programs. Not all study abroad programs are accredited, so check with a study abroad adviser to make sure that the credits will transfer back toward your UR degree. You will need to obtain course approvals before leaving campus to ensure that all credits will transfer.

Please note that the University of Rochester has formal affiliations with a variety of program providers and universities and students are not permitted to make independent arrangements to study abroad with these program providers or at these affiliated universities. They must us UR arrangements.