- Int'l Programs
- Int'l Degree & Education Abroad
- Int'l Student Advising & Services
- Int'l Scholar & Faculty Services
- What information do I keep on OSU students going on my exchange and what do I need to send to International Degree and Education Abroad (IDEA) office?
- When and how do OSU students on my exchange get registered at OSU for the terms they will be abroad?
- Why are the students registered for 15 credits using a generic course code?
- Who do I contact if I have a student join or withdraw from the program late?
- How do the OSU students going on exchange get their financial aid?
- What are the exchange program Budget Tiers for financial aid and how are they calculated?
- Who determines the student budget for my exchange?
- How do I determine the student budget for my exchange program?
- How do I use exchange rates when calculating the student budget?
- Who determines the OSU course equivalencies for courses taken abroad?
- How are students' grades from the exchange program added to their official record at OSU?
- What is the process for bringing exchange students here from our partner universities? What is my role?
- When and how do incoming exchange students register for their classes?
- How do I know what tuition and/or fees are charged to outgoing and incoming exchange students?
- What are the Memorandum of Understanding and Student Exchange Agreements and what do they mean to my exchange program?
- My college/department wants to start a new exchange program, what should we do?
- Can we accept incoming graduate students on our exchange?
- My question is not answered here. Who can I contact?
You, as the program administrator, keep all application materials and paperwork submitted by students in your files. You do not need to send copies of those materials to IDEA. The IDEA Program Assistant will request you to confirm the information of your outgoing students for registration and financial aid purposes.
Your students will receive a registration e-mail from IDEA with an appropriate CRN for OSU Overseas Studies Credits with an instruction. It is your students' responsibility to clear any hold they may have on their account in order to register for the credits. These credits serve was a place-holder in the system while students are away from the OSU campus, and maintain students' fulll-time status for financial aid purpose.
Because students often do not know their final schedules at the host institution until arrival, students are registered at OSU using a generic course code (OSAB 388: Overseas Studies). Once the exchange/study abroad program is complete and a transcript is issued to you, then you will report the actual courses, OSU equivalencies, credits and grades to Amy Flint in the Registrar's office. Those courses will replace the generic Overseas Studies credits and become part of the student's official OSU record.
Contact the IDEA Program Assistant if you have a late applicant or withdrawing student from your program. It is critical that IDEA be notified right away of any changes to your participant list. The changes and updated information will be sent to the appropriate units on campus (registrar's, financial aid, business affairs office, etc).
Students should consult the OSU Office of Financial Aid and Scholarships for information about applying financial aid to OSU study abroad. Students should make sure their financial aid file is complete prior to departure. IDEA confirms with you regarding the list of OSU students participating on exchange/study abroad program each term, as well as the program budget for your students. Based on the budget, IDEA determines a Budget Tier and the IDEA Program Assistant will submit that information to the Financial Aid Office for each student going abroad. Once the Financial Aid office receives all the necessary information from IDEA, they will revise the students' financial aid budgets and send them an email regarding their status. Students can then work with the Financial Aid office to determine how much additional loan they may be able to receive.
IDEA requires exchange/study abroad program administrators to develop and update a student budget for each program every year. IDEA uses the budget to compare costs of the program to the cost of attendance at OSU for the same time period. Programs that cost more than attending OSU are categorized into one of five Budget Tiers. A standard "add-on" is applied to a students' financial aid budget based on the Tier calculated for the program. The increased financial aid budget allows students to increase loans, if eligible, to meet their additional need during the exchange.
IDEA calculates budget tiers using a spreadsheet that compares many factors, such as tuition/fees, books, room and board, airfare, local transportation, incidentals, visa and passport fees, immunizations and vacation period living expenses. Recreational travel can not be included for financial aid purposes.
As the exchange/study abroad program coordinator, you will be responsible to create/update the program budget. Budgets must be updated every year and sent to IDEA for approval.
Most universities include estimated cost of attendance figures for international students on their websites. You can use figures on the website, in addition to consulting with your contact at the host institution, to be sure you are accounting for all foreseeable costs students might incur. Be sure to account for the fee structure of your exchange (do OSU students pay any tuition or fees to the host institution directly?) and the duration your students will be there. Also, be sure to factor in reasonable living expenses during vacation periods, as it is unreasonable to expect students will fly home over term breaks. You may wish to consult with past participants of the exchange to determine if the estimated costs accurately reflect their experiences. You may wish to provide estimated costs for personal travel to students, however, know that personal travel is excluded when financial aid budget tiers are calculated.
When costs are quoted in the host country currency, you'll need to convert those costs into U.S. dollars for your student budget. Several currency converters can be found online. A useful Web site is: www.oanda.com/converter/classic.
As the program administrator, you are responsible for working with students and faculty at OSU to determine OSU equivalencies for courses taken abroad. Each college/department handles this process differently. Some require students to work with their academic advisors to determine equivalencies prior to departure, others collect syllabi from students at the end of the program and send them to appropriate departments for review and evaluation. Keep a list of courses approved to help advise future applicants. Have approved courses reviewed again every few years to be sure the assigned equivalencies are still appropriate. IDEA can provides a course evaluation form for departments who wish to use it.
You will receive a transcript from your partner institution for each student following the end of the program. Send a grade report that includes OSU equivalencies for courses taken abroad to Amy Flint in the Registrar's office. She will enter the courses, credits and grades into the student's official academic record at OSU. NOTE: Credits earned on an OSU-sponsored exchange program are considered resident credit, not transfer credit. Fillable PDF template of the transcrip fom is available here.
Exchange administrators are important in the process of bringing students to OSU from partner institutions. You serve as a facilitator and a liaison between the partner university and OSU, including Admissions, Registrars, International Programs and the academic departments to which the students will belong.
Here is a summary of the process:
- A. You provide to your contacts at the partner institution the link to the OSU Application for Incoming Exchange Students
- B. The partner institution returns to you the completed materials for each student, along with financial documentation from students showing they have the resources to support themselves for the duration of their exchange.
- C. You forward on the documents (keep a copy for yourself) with a cover letter to Becky Jensen in Admissions explaining that the students are coming on exchange from the University of XYZ. Specify which terms each student will be here on exchange and whether tuition and/or fees are waived for the students.
- D. Admissions sends an official notification of admission to International Student & Faculty Services (ISFS), then Alicia Cuenca in ISFS creates the DS-2019 that the incoming students need in order to obtain their visa to study in the US. ISFS mails the DS-2019 along with the official letter from Admissions to the students' permanent address.
- E. OPTIONAL: Once students have received their official notice of admissions from OSU, you may follow up with a welcome letter and more information about OSU, your department, the exchange or whatever you'd like. If you are willing to help them register for classes before arriving, you might communicate with them about how that will happen. They may have follow up questions about housing, courses, registration, arrival, etc.
- F. REQUIRED: ISFS holds a mandatory orientation for new incoming exchange students. International student advisors will present information about immigration, health insurance, cultural adjustment and other issues unique to exchange and J-1 students. Informal social time at the end of this session will give exchange students an opportunity to meet with their exchange coordinators and to become acquainted with other students.
Each program administrator handles this issue differently. Some send registration information to incoming exchange students overseas and assist them with registering online for their classes once the priority registration period has ended. Others prefer students to meet with an academic advisor upon arrival and register for classes after having met with an advisor at OSU.
The Student Exchange Agreement is signed by representatives of OSU and the partner institution outlines all the parameters of the exchange program. It should specify what tuition and/or fees the outgoing and incoming student pays at each institution. It should also outline the types of expenses students will be responsible for paying on their own. Fee structures fall into one of three categories and these should be included in the OSU application for Incoming Exchange Students:
- A. Students pay all tuition and fees at the home institution;
- B. Outgoing OSU students pay all tuition and fees, except the health service fee. Incoming students pay health service fee, but all other tuition and fees are waived;
- C. Outgoing OSU students pay tuition only. Incoming student has tuition waived, but pays the student fees.
You should have a copy of the exchange agreement and/or MOU (see the Question 15 for more details) for your program. If you do not have a copy, or the student exchange agreement has expired, contact the Director in IDEA.
A Memorandum of Understanding (MOU) is an agreement to collaborate between 2 institutions. Collaboration can be in the form of research, faculty exchange or student exchange. The Student Exchange Agreement is the contractual agreement to engage in the exchange of students between OSU and your partner university overseas. The Student Exchange Agreement outlines the parameters of the exchange and indicates the responsibilities of the parties involved. Generally, MOU's and Student Exchange Agreements are in effect for five-year periods. Be sure to review and update your agreement with your exchange partners in the time period indicated in that document.
Click here (.doc) for a sample exchange MOU. Click here (.doc) for a sample Student Exchange Agreement. Copies of all of OSU's international agreements are kept on file in the IDEA office. You should be sure to keep a copy of your exchange agreement in your files as well. Contact the Director of IDEA if you have any questions or concerns.
Consult the information on this website under Developing a New Exchange Program, particularly the viability checklist to determine the feasibility of developing the new program. Review the proposal guidelines for new exchange programs and sample exchange agreement also on this website. Contact the Director of IDEA for guidance in drafting your proposal and to schedule a date to present your proposal to the Study Abroad Advisory Committee.
The answer to this question depends in part on the parameters of your exchange outlined in the MOU and in part on funds available for tuition remission at OSU. If you have graduate students wanting to come to OSU on exchange, contact the Director of IDEA to discuss the impact on your exchange balance.
For any questions related to development or administration of a college/department level exchange program, contact the Director or the Departmental Programs Liaison in IDEA.