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Approved Students: Preparing for Your Off-Campus Experience
Study Abroad/Off-Campus Study—Office of International Education

Completing the Off-Campus Study Process at ESF

Once you have received ESF approval on the Off-Campus Study Request Form, you will receive an approval notification email from the Coordinator of International Education. It is at this time that you may proceed with applying to your desired off-campus program; the Coordinator of International Education will provide a signature on applications that require authorization from the home campus as part of the application process.

The approval email will include an attachment, the Off-Campus Study Data Form. This form will require students to meet with the Financial Aid Office and the Bursar's Office in order to discuss how their off-campus study will affect their ESF student status, financial aid eligibility, and Bursar's bill for the semester(s). Please note that students who are approved to attend an off-campus program ARE NOT automatically eligible for financial aid to pay for this. The Financial Aid requirements vary and you must meet with a representative from the Office of Financial Aid and Scholarship to discuss your approved program to determine if it can be funded or if additional funds are available. The completed Off-Campus Study Data Form must be submitted to the Office of International Education with a copy of your letter of acceptance to the off-campus program and information regarding billing procedures for the program prior to the experience. If you are an international student who will study abroad, receipt of the study abroad acceptance letter and verification of your 496 course enrollment will initiate the issuance of an updated I-20 or DS-2019 with a remark about your study abroad program participation.

Registering for the Academic Semester You Will Be Studying Off-Campus

Participation in an ESF Faculty Led Off-Campus Program or SU Study Abroad Program in one of their Overseas Centers (not one of their World Partners programs)
If you will participate in an ESF faculty-led off-campus program, please follow the enrollment instructions provided by the course instructor. If you will participate in a Syracuse University study abroad program at one of their overseas centers (Beijing, Florence, Hong Kong, London, Madrid, Santiago, Chile or Strasbourg, France), consult the SU Abroad office regarding enrolling in your courses abroad. Your transcript for your ESF course or semester abroad at the SU Overseas Center will indicate the exact courses you enroll in and grade received. You will not need to transfer the credits back to SUNY-ESF.

Participation in a Non-ESF Off-Campus Program including Affiliated Programs and the SU World Partners Program
In order to maintain your ESF student status while participating in this off-campus program and to continue to maintain eligibility for ESF financial aid (if you qualify), you must register for a major-specific section of a 496 course for off-campus study or study abroad (e.g., EFB 496: Study Abroad) for the semester that you will be off-campus during the registration period for that semester; please submit either a paper registration form to the Registrar’s Office or have your advisor contact the Registrar’s Office directly in order to request the enrollment. This must be completed prior to your departure as this action maintains your ESF student status while you are off-campus and as well as your eligibility for ESF financial aid as long as you meet the requirements and have met with a representative from the Office of Financial Aid. Failure to enroll in a 496 course for off-campus program will result in you being withdrawn from the College and if you wish to return in the future, you will be required to re-apply for admission.

When you return from studying off-campus, you will have to submit your official transcript from the off-campus program to the Registrar’s Office. The credits for courses in which you achieve a C average or higher will then be transferred in (not the grades).

Obtaining Approval of Different Courses For An Approved Off-Campus Program

If prior to or while you are studying off-campus, any of the courses you included on your Academic Plan (page 2 of the Off-Campus Study Request Form) and Petition to the Faculty change, you will have to complete this Change in Off-Campus Study Academic Plan Form and a new Petition to the Faculty to obtain pre-approval for the new course(s).

Once you fill-out the Change in Off-Campus Study Academic Plan Form, you must obtain the signature of your Advisor, the Curriculum Coordinator, and the Associate Provost of Instruction (227 Bray Hall). If you are already off-campus, you should email the completed form to your advisor and ask for assistance in obtaining the signatures and completing the new Petition to the Faculty. The approved Academic Plan should be submitted to the Coordinator of International Education and the Petition should be submitted to the Office of Instruction and Graduate Studies (227 bray Hall). If you are unable to complete this process from off-campus, you will have to complete a Petition to the Faculty when you return to campus to request the transfer of credits from your off-campus program. Non-SU/SUNY courses proposed to satisfy General Education requirements must be approved by the General Education Subcommittee.

Obtaining Approval for a Second Semester of Study Off-Campus

If you decide to enroll in another semester with your previously approved off-campus program provider, you will have to complete the Additional Semester Off-Campus Study Academic Plan Form along with a new Petition to the Faculty to obtain approval for the additional off-campus experience and course(s). Please note that ESF does not typically approve a second Syracuse University study abroad semester.

Once you fill out the Additional Semester Off-Campus Study Academic Plan Form and Petition to the Faculty, please send it to your advisor via email and ask for assistance in obtaining the required signatures. Once completed, the signed forms should be submitted to the Coordinator of International Education; copies will then be forward to the necessary offices.

Registering for the Academic Semester Following Your Off-Campus Experience

Prior to departing for your off-campus program, you should meet with your academic advisor to discuss your course registration for the semester following your off-campus experience. If possible you should select tentative courses and see if your advisor would be willing to submit your registration on your behalf during the pre-registration period. The registrar will accept registration forms where the advisor signs on behalf of the student; your advisor should make note on the form that you are currently studying off-campus, have had a remote advising session, and that s/he is submitting the form on your behalf. Please be sure to maintain contact with your advisor while you are off-campus and confirm your course enrollment during the registration period.

Passports

Any individual traveling internationally (beyond the territories and borders of their country of citizenship) must have a valid passport at all times while outside their country of citizenship. It should be valid at least 6 months beyond the end date of your study abroad program. You will be required to show border and custom authorities your passport when you enter or leave the U.S. and when crossing most other national borders.

Standard processing of passport applications typically takes  4-6 weeks but can take from 10-12 weeks during peak application periods so be sure to apply in a timely manner; expedited services are available for as additional fee.

You must submit your application materials in person at the nearest Passport Acceptance Facility if:

  • You are applying for your first U.S. passport or
  • You are under age 16 or
  • Your previous U.S. passport was issued when you were under age 16 or
  • Your previous U.S. passport was lost, stolen, or damaged or
  • Your previous U.S. passport was issued more than 15 years ago or
  • Your name has changed since your U.S. passport was issued and you are unable to legally document your name change

You may renew your passport by mail if all of the following are true:

Your Most Recent U.S. Passport:

check image Is undamaged and can be submitted with your application
 Was issued when you were age 16 or older
 Was issued within the last 15 years
 Was issued in your current name or you can legally document your name change

Take the Green Passport Pledge and acknowledge sustainable travel and the interconnectedness of the world’s people and the environment.

Additional Passport Resources

Foreign Entry Requirements

Most countries require visitors who are planning to study or work abroad to obtain visas before entering.  Be sure to review the country-specific information on the U.S. Department of State website to determine entry and exit requirements and check with the embassy of the foreign country that you are planning to visit for up-to-date visa and other entry requirements.

Immunizations

Be sure to access the Center for Disease Control’s website to obtain information regarding health and immunization recommendations for your travel destination and then obtain any necessary vaccinations and medications.

International Health Insurance including Medical Evacuation and Repatriation

SUNY students who participate in international study or research are required to carry comprehensive health insurance with medical evacuation and repatriation coverage. The coverage should be in effect for the entire period the student will be abroad. No exemption from the health insurance fee shall be allowed except for participants presenting evidence of a religious objection or those individuals for whom comparable coverage has been obtained through an exchange agreement, an employment benefit, or foreign government sponsorship.

Minimum Health Insurance Requirements:

  • Medical benefits of at least $300,000 (US $) per person per accident or illness
  • Medical benefit coverage payable up to the reasonable and customary charges of the following expenses:
    • Physician and surgical, ambulance, emergency room, in-patient and out-patient care, mental and nervous costs, maternity care, nursery care of a newborn child
  • Repatriation of remains in the amount of $7,500
  • Expenses associated with medical evacuation to home country in the amount of $10,000
  • A deductible not to exceed $50 per sickness or injury
  • Coverage of pre-existing conditions

To enroll in the comprehensive SUNY health insurance including medical evacuation and repatriation coverage, please contact the ESF Cashier's Office (102 Bray Hall). The cost for 1 month of coverage is $38 (2013-2014 rate). The SUNY Health Insurance Plan is serviced by Haylor, Freyer & Coon, Inc. Questions regarding coverage and policy information should be directed to Haylor, Freyer & Coon at 315-451-1500 or  1-800-289-1501, be sure to ask for a college specialist. You can also e-mail them at: student@haylor.com.

Note: neither the State of New York, through its agents, nor the State University of New York through its agents and employees, is responsible in any manner whatsoever for the payment of any claim for health-related services provided to individuals covered under this insurance policy. The State of New York and State University of New York are not responsible for obligations incurred by individuals who are not covered by this insurance policy. All individuals participating in the University’s health insurance programs described herein are responsible for reviewing all descriptions of the scope and level of coverage offered by this policy. Such participants will be solely responsible for obtaining additional coverage not provided under this program if such is deemed necessary by the participant.

Country-Specific Information

Before departing, take the time to do some research about the people and their culture, and any problems that the country is experiencing that may affect your travel plans. Be sure to access the Online Guide to Educational Systems Around the World and the U.S. Department of State background notes and country-specific information for your travel destination. You may also find it helpful to review the country profiles on the BBC’s website and The Study Abroad Handbook.

Travel Alerts

Travel Alerts are issued to disseminate information about short-term conditions, generally within a particular country, that pose imminent risks to the security of U.S. citizens. Natural disasters, terrorist attacks, coups, anniversaries of terrorist events, election-related demonstrations or violence, and high-profile events such as international conferences or regional sports events are examples of conditions that might generate a Travel Alert. Please access the U.S. Department of State’s website to determine if there is a travel alert for your destination.

Travel Warnings

Travel Warnings are issued to describe long-term, protracted conditions that make a country dangerous or unstable. A Travel Warning is also issued when the U.S. Government's ability to assist American citizens is constrained due to the closure of an embassy or consulate or because of a drawdown of its staff. Please access the U.S. Department of State’s website to determine if there is a travel warning for your destination.

Cultural Adjustment

All new student's first days are one's of adjustment. For students studying abroad adjustment is often more difficult as one must become familiar with both a new culture and a new college campus and city. Cultural adjustment often includes a series of highs and lows that are quite normal and often experienced universally. Additional information about culture shock, reverse culture shock, and coping strategies is available online.

Post Program Evaluation

Upon completion of your study abroad program, please share feedback regarding your study abroad or exchange experience. This information is invaluable to other ESF students who express interest in participating in the same program or utilizing the same study abroad program provider. Please type your responses directly into the Study Abroad Program Evaluation Form and submit to the Coordinator of International Education (302 Bray Hall/ cmsalter@esf.edu).

Department of State Study Abroad Resources

Students and their families should be aware that the U.S. Department of State maintains a website for U.S. citizen students who are, or will be, studying abroad. It may be found at www.studentsabroad.state.gov and addresses the following subject areas:

  • Enrolling ones’ presence abroad with the nearest U.S. Embassy through the STEP Enrollment Program;
  • Checking country-specific conditions as well as travel warning and alerts;
  • Offering students travel safety and other traveling tips provided.

Additional Travel Resources

Students and their families should be aware that the U.S. Department of State maintains a website for U.S. citizen students who are, or will be, studying abroad. It may be found at www.studentsabroad.state.gov and addresses the following subject areas:

  • Enrolling ones’ presence abroad with the nearest U.S. Embassy through the STEP Enrollment Program;
  • Checking country-specific conditions as well as travel warning and alerts;
  • Offering students travel safety and other traveling tips provided.

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