Procedures

Roanoke College encourages all its students to study abroad, in any academic discipline, and credit for that purpose is guaranteed through a process that must be followed carefully by students. The procedure is explained below as a series of linked steps that a student must take to prepare for study abroad.

• Begin the search by examining a number of Roanoke's affiliated programs. Consider your major field of study, opportunities for cultural enrichment, the advantages of meeting students from the host country, the chance to learn a foreign language, the overall cost of the experience and the quality of instruction. Keep an open mind; some countries that are less often visited by Americans have a wealth of advantages for study abroad, and are often less expensive.
• Attend the Study Abroad Fair, an annual event held in late September with representatives from all RC affiliate programs, including courses taught abroad by RC faculty members as part of the May Intensive Learning program.
• Contact the Study Abroad Office and make an appointment to discuss your options. This is essential to begin the formal application process and to set up a file, declare your intent to study abroad, and arrange for academic credit.
• Contact your Academic Advisor and be sure to keep the advisor informed of your intention to study abroad for credit. You may find many opportunities to satisfy major and general education requirements, but only your advisor and the Registrar can determine this.
• Fill out an application form to study abroad, either on line or in the office. ISEP requires a separate application, as do others, but the fee is roughly the same. For ISEP, a $3l5 fee is paid to them in January. For RC affiliate programs, a $300 nonrefundable application fee is payable in December if you are using RC financial aid. This becomes a deposit on your account when you study abroad; if you decide to withdraw, the fee is not refunded, so be sure of your decision when you make the formal application.
• Study abroad applications to obtain full portability of financial aid are due in the Office of International Education December 1. Please be sure letters of recommendation are in the office by that time. Decisions are made by the faculty committee on international education in mid December and students are informed before the end of the year.
• Applications to all RC affiliated programs are due in spring. A limited number of opportunities may also be offered in fall term, based on enrollment in these programs and space available. For programs in the southern hemisphere (beginning in February), applications may be due in fall term. Contact the Study Abroad Office for the affiliate application forms (on line applications are often not designed for partner universities, and should not be used, in most cases).
• Once you have been accepted to your program of choice, be sure to take the following steps:
  • Keep the study abroad office fully informed; bring a copy of your acceptance; a signature of the study abroad advisor is usually required.
  • Contact your advisor to determine which courses you will select in study abroad and assure they will be accepted for credit at RC.
  • Fill out the Study Abroad Pre-Approval Form in the Registrar's Office, listing your intended courses and ask your advisor to list the RC course equivalents for which you will receive credit; sign the form along with your advisor, department chair, the director of international education, registrar.
  • Send the host university/program your course selections; your housing forms; and any deposit required by them to secure housing, etc; keep the study abroad office informed of these transactions and apply to the Director of International Education for any assistance needed.
  • Be sure you have adequate health insurance coverage while abroad ; check with your provider, or you may be required to purchase insurance from the program.
• Prepare a budget for your program, including air fare; personal expenses; independent travel; an emergency fund; check currency calculator to determine real costs based on value of $US in country.
• Consult the State Department travel website www.travel.state.gov for information on the country, any travel alerts or ongoing concerns about Americans living abroad in host country
• IMPORTANT: Roanoke College policy prohibits faculty led student groups from going to countries under a Travel Warning by the US Department of State. This policy also extends to individual students who wish to travel to countries under travel warning for credit, or with the benefit of their financial aid. This policy has been determined by college counsel to be in the best interest of the students and staff of Roanoke College for reasons of health and safety as well as liability. Exceptions to this policy may be sought from the Vice President for Academic Affairs on a case by case basis.
• Attend the mandatory pre-departure orientation program offered each semester at Roanoke College. You will be informed of a date at the end of term and you must attend this one hour session.
• Arrange for a visa to enter the host country as a student. Each country has different requirements, some do not require visa for short term stay. Please consult the individual program and the embassy of the country directly. This is the responsibility of each student, and must be done in a timely manner. A visa can take up to two months to facilitate. Be sure that you bring all the relevant paperwork including the admission document, financial documentation and the arrangement for transfer of credit to RC.
• Once on site at the host program/university, contact the Study Abroad Office to indicate you have arrived safely and that arrangements are satisfactory. Occasionally, an RC official needs to assist students with questions concerning housing or meals or credit while abroad, so be sure to keep in touch early in term.
• Contact the Registrar at the host university and arrange for the transfer of credit by sending a transcript of academic work completed while abroad directly to Associate Dean Leah Russell, Office of the Registrar, Roanoke College. This is your responsibility as a student, even though most programs routinely arrange for the transfer of credit. You must confirm that the credit transfer will occur in a timely manner, as well. For assistance, please contact RC Study Abroad Office.
• On return, take part in the Study Abroad Returned Student re-entry program (STARS) at RC, filling out the evaluation and finalizing credit transfer. Try to be available to students wishing to learn more about study abroad and take part (as veterans) in the Study Abroad Fair!