Administration of "Year Abroad" Programs

PURPOSE

The purpose of this memorandum is to bring together in one document the special procedures used in registering and keeping records on students who, while registered at UNC-CH, are studying abroad in a program that has been approved by the school concerned.

1. GENERAL PROVISIONS

UNC-CH sponsors various programs of study in foreign countries. In some cases, a faculty member and a graduate student will accompany the group; in certain approved study abroad programs, students take classes with UNC faculty members. For these classes, students are enrolled in regular UNC classes and receive regular credit and UNC grades.

For non-UNC faculty led study abroad programs, students receive UNC transfer credit (TREQ) that correspond to UNC degree requirements. Specific details outlining the differences in faculty-led programs vs. TREQ credit is described below. Students must maintain a registration in order to be eligible for student aid from this campus, health insurance, and student discounts while traveling abroad.

2. STUDENT SELECTION AND ADMISSION

The majority of the students come from the UNC-CH student body, and apply for study abroad programs through the Study Abroad Office. However, students from other institutions may apply, and do so by applying through the Undergraduate Admissions Office. Admission to the University for the purpose of attending year abroad programs does not, in itself, admit the students for subsequent years of study on this campus. Any students from other institutions who wish to graduate from UNC-CH should apply for admission in their junior year even though they plan to apply to one of the "year abroad" programs.

3. ENROLLMENT

The Study Abroad Office will coordinate the scheduling of courses (UNC faculty led and TREQ) and registration of these students with the sponsoring department, Office of the University Registrar, and the Cashier's Office. Following are some special provisions:

1. Courses: The Study Abroad Office will set up a "place holder" course that will indicate the Year Abroad location (i.e., YAP 210, Study Prog at China) and is retained on the student's permanent record. Additionally, the Study Abroad Office will work with department scheduling officers to set up section numbers 01S-09S for UNC faculty led courses taught abroad.

   These specific sections distinguish UNC courses taught on campus from UNC courses taught abroad. These sections are set up so that students outside the study abroad program cannot register for them. (Departmental Scheduling Officers and the Study Abroad Office are provided with procedures detailing how to do this during each scheduling cycle).
   
   

2. Registration: The Study Abroad Office will register all participating students for 12 credit hours in the "place holder" course "YAP". Registration for the "place holder" course allows students to be counted as full time students for enrollment certification purposes. Students are enrolled by departments for UNC faculty led study abroad courses (sections 01S-09S) and TREQ courses through individual student credit reports during the regular Early Registration Period.

   If the study abroad program includes both TREQ credit and UNC faculty led courses, the credit hours for the "place holder" course "YAP" are reduced by the number of UNC faculty led course credit hours (example: student is registered for 3 UNC faculty led courses carrying 3 credit hours each = 9 hours, and will receive 3 UNC transfer credit hours for TREQ030, GC/Nat. Sciences-Physical, for a total of 12 credit hours).

   The credit hours can be greater, but not less than full time 12 in order to maintain full time enrollment. These students must be registered each semester they are abroad. If they are abroad during an Early Registration Period, the Study Abroad Office must make special arrangements for registration in the upcoming semester. Registration must take place by the deadlines published in the University Registrar Calendars in order to ensure compliance with administrative processes and University policies relative to accurate enrollment reporting.
   
   

3. Tuition and fees: The University Cashier's Office will enter a code of "YAP" into the Special Program field on each student's record based on the "place holder" course "YAP". Based on the special program field flag, tuition and fees will not be charged students. In most programs, scholarships, loans, and/or other educational funds are deposited with the University Cashier to cover tuition, fees, and other expenses at the foreign institution. The University Cashier will coordinate the transfer of any funds on the student account to the Study Abroad Office.
   
   
4. Course credit and grades: Students must register for classes abroad with approval of the Study Abroad Office by meeting with the Academic Adviser prior to departure. After the program is completed abroad, an official transcript or grade report from the foreign institution must be received by the Study Abroad Office. The Study Abroad Office will evaluate the transcript and send a CREDIT REPORT to the UNC Registrar and a copy to the College of Arts and Sciences (or appropriate school); such report will describe how the credits are to be applied to the students degree program requirements using the TREQ model, and how many hours have been earned.

   Students receive only PS (Pass/Fail) grades for transfer (TREQ) courses. For UNC faculty led study abroad courses, students receive UNC letter-grades (or PS, but only for PS classes). UNC grades are assigned by the instructor on official grade rolls and returned to the Registrar's Office based on the final exam calendar. At the end of the semester, the place holder "YAP" is recorded with a "NG" grade. This enables the degree audit system to track student degree requirements properly. "NG" grades are retained permanently on the student record.
   
   

4. FINANCIAL AID

1. UNC-CH Students

   UNC-CH students should do the following in order to assure prompt delivery of financial aid funds.
   
   

   1. Apply for financial aid by March 1.
      
      
   2. Complete the Study Abroad Enrollment Agreement, specifying program, beginning and ending dates, and hours of course credit to be attempted.
      
      
   3. Complete and return all forms sent with the award letter by the acceptance deadline specified on the award letter.
      
      
   4. Obtain forms required to apply for financial aid for the subsequent year if returning to UNC-CH for further course work after study abroad.

5. VETERANS ADMINISTRATION EDUCATIONAL BENEFITS

Students eligible to receive VA educational benefits should contact the Veterans Certifying Official in the Office of the University Registrar, Suite 3100, SASB North prior to their departure in order to ensure payments of benefits while absent from the University.

6. VISAS

Information pertaining to the particular requirements for visas in the different countries may be obtained from the Study Abroad Office.

7. HEALTH INSURANCE AND STUDENT IDENTIFICATION

Students should discuss health insurance and student identification requirements with the Study Abroad Office prior to attending a college or university abroad.

8. UNC AS A YEAR ABROAD LOCATION

1. UNC-CH administers programs that invite foreign students to come to Chapel Hill as a Year Abroad location. Students coming to UNC-CH under these programs will be admitted by Undergraduate Admissions as non-degree students with the coding College=AS (or appropriate school), major=special major, class=SPU, and degree=NONDG. The major will be coded to indicate the sponsoring agency or their home country.
   
   
2. Admission as a participant in the UNC-CH program does not constitute admission to a degree program. Students interested in working toward a degree must apply and meet the requirements as a regular degree candidate.
   
   
3. Students will pay the full tuition and fees appropriate to their residency status for tuition purposes.

*Specific majors have been set up to denote the student's sponsoring school or program.