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Procedures

Study Abroad Fair

1) Determine a date and schedule and confirm with Conference and Event Services around April or May.

2) Develop list of invitees. Contact List (.xlsx)

3) Develop and send out official invitation (by late June if possible).

4) Start publicizing for Fair by posters, weekly announcement, table tents in Dining Hall, On Study Abroad website and Longwood main page, email to lang. profs., LSEM instructors, and campus wide email.

Study Abroad Fair Poster (.pub)

5) Notify VIE

6) Invite Financial Aid, ACAC, OPS.

7) Invite Faculty members of upcoming programs

8) Prepare Advising and handouts for fair.

9) Be sure to notify parking services when you have a list of third party attendees.

Student Applications

Deadlines: For long-term and 3rd-party programs, October 1st for Spring, February 15 for Summer and Fall

**Be sure to check GPA: should be at least 2.5 for independent trips, at least 2.0 for faculty-led

**Remind students to complete any necessary third party or exchange program applications

When you start receiving these documents, create a study abroad spreadsheet (.xlsx) and a forms received spreadsheet  (.xlsx) for the upcoming semester.

  • Study Abroad Application- Exchange/Third Party
  • Study Abroad Application- Faculty-Led
  • Health Report Form- interactive form
  • Health Report Form- original Word document
  • Faculty Recommendation Form- interactive form 
  • Conditions of Participation Form - PDF
  • Study Abroad Approval Form- PDF (for non-Longwood students, must be filled out by international studies office or faculty advisor at home university)
  • Course Registration Form- PDF (top half completed by student, total number of credit hours placed in grid below, and signed by student - study abroad office will complete the grid and deliver to registrar's office)
  • Transfer Credit Authorization Form -  Word doc
  • Transfer Credit Authorization Form- PDF
    • If student needs to change the classes they are taking while abroad, they should contact us so we can get the courses approved.

Scholarship Applications

  • For faculty-led programs, funds go into the agency account for that program.
  • For long-term/third party programs, funds will be paid as an airline ticket purchase reimbursement.
  • The old way was to put funds into student accounts, but that was found to be problematic.
  • Make sure scholarship recommendations have been received from the scholarship committee (this will just be an email notifying the student of their scholarship and the amount). You may need to coordinate with the administrative assistant to process the scholarships. Linda, the administrative assistant for international affairs, will send the scholarship list to Bettie Bass in financial aid.

Study Abroad Adventure Scholarships

Presidential Scholarship Application

Cormier Honors Scholarships

  • These are reviewed and processed by the Cormier Honors College.
  • For information, contact Alix Fink, dean of the honors college.
  • Charlene Gaines-Cook (administrative assistant for the honors college) may ask for a list of agency accounts for faculty-led programs (you can ask the faculty members for these).

Processing Scholarships

  • Presidential Scholarships
    • These scholarships come from budget account code 1-46160
    • These funds will go directly into student accounts.
    • To process these scholarships email Bettie Bass in financial aid the following information
      • Student name
      • Longwood ID (L#)
      • Expected study abroad semester(s)
      • Amount of award
  • Study Abroad Adventure Scholarships
    • These come from foundation budget code 070 030 8000
    • Students going on individual trips will receive a check for airline reimbursement. They must turn in proof of payment for an airline ticket (must include reference to a credit card number). Any funds left over after the airline reimbursement will be issued as a separate check.
    • For students going on faculty-led trips, you must submit one of the red Foundation Scholarship Payment Slips with the rest of the student's paperwork. Be sure to include the trip's agency account number.
    • You must submit a trust fund withdrawal request to Kim Wingo.
  • Global Ambassador Scholarships
    • These come from foundation budget code 070 030 9000
    • Students going on individual trips will receive a check for airline reimbursement. They must turn in proof of payment for an airline ticket (must include reference to a credit card number). Any funds left over after the airline reimbursement will be issued as a separate check.
    • For students going on faculty-led trips, you must submit one of the red Foundation Scholarship Payment Slips with the rest of the student's paperwork. Be sure to include the trip's agency account number.
    • You must submit a trust fund withdrawal request to Kim Wingo.

Faculty Led Programs

Exchange Programs

  • Advising for Exchange Programs
    • Ensure student has a 2.5 GPA or above
    • Check Exchange Balances sheet below to see if program is out of balance
    • Advisor must complete Transfer Credit Authorization form (available in racks outside International Affairs office - most advisors and program chairs should have them as well)
  • Exchange Contacts - .xlsx
  • Exchange Match-Ups - .xlsx

Financial Aid

  • Example Study Abroad Student Spreadsheet- Please note the following:
    • All students will have the $250 Study Abroad Admin Fee
    • For students attending exchange programs, simply put "Exchange" in the "Study Abroad Program Costs Students Will Pay" column
    • For students attending 3rd party or independent programs, put the program cost in the "Study Abroad Program Costs Students Will Pay" column
    • For Virginia Prepaid Education Program (VPEP) students, multiply LU's per-credit-hour tuition rate by their number of credit hours. That number goes in the "Study Abroad Program Cost (LU Will Pay to Foreign School)" column. The remaining balance goes in the "Study Abroad Program Costs Students Will Pay" column. For an example, see the entry for Jim Smith on the example spreadsheet. 
  • Complete Study Abroad Budget worksheet
  • Instructions for Study Abroad Financial Aid - **This document is mainly for use by the financial aid office. It is here only for reference.

 Setting Up AWAY Classes for Exchange/3rd Party Students

  • Set up study abroad course sectionswith the Registrar's Office
  • E-mail Amy Spencer (spenceraj@longwood.edu) or Gini Black (blackvp@longwood.edu)
    • Give them
      • Discipline name - SPAN, GERM, FREN for language majors, AWAY for non-language majors
      • Course Title - 311 or 312
      • Section Number - AB1 for 3rd party providers, EX1 for exchange programs
      • Credit hours should be set at 1-18
      • Max # of students is usually 10
      • Instructor - Melanie Marks
    • Once courses are set up, fill out bottom chart on student's Course Registration Form and forward to registrar's office (Gini or Amy).
    • NOTE: If students are not sure how many credits they will be taking while abroad, advise them to sign up for more than they think they will need. It is easier to withdraw them from classes than to add new ones.

 Managing the Goal 9 Waiver

To ensure students going on study abroad trips have goal 9 waived, after students are registered for their study abroad trips, contact Cindy Smith or Becky Bartow (degree auditors) with the following information:

  • For faculty-led trips: CRN - Course Title - Section number
  • For individual trips: CRN - Course Title (e.g. AWAY 312) - Section number - Student name and L#

 Info for Accounting Office for Long-Term Students

Example Study Abroad Student Spreadsheet- Please note the following:

  • All students will have the $250 Study Abroad Admin Fee
  • For students attending exchange programs, simply put "Exchange" in the "Study Abroad Program Costs Students Will Pay" column
  • For students attending 3rd party or independent programs, put the program cost in the "Study Abroad Program Costs Students Will Pay" column
  • For Virginia Prepaid Education Program (VPEP) students, multiply LU's per-credit-hour tuition rate by their number of credit hours. That number goes in the "Study Abroad Program Cost (LU Will Pay to Foreign School)" column. The remaining balance goes in the "Study Abroad Program Costs Students Will Pay" column. For an example, see the entry for Jim Smith on the example spreadsheet. 

Info for Housing Office for Long-Term Students

 

  • When we know which students are studying abroad for the following semester, e-mail Jean Wilwohl (wilwohlja@longwood.edu) with their names. She will confirm with the students that they will be gone and remove them from the housing system for that semester.

Remind students to be on the lookout for an e-mail from Jean on their Longwood email account WHILE they are abroad confirming that they will be returning and need a room and meal plan. If students do not respond to this email promptly, they may not get their preferred room option. 

 

Pre-Departure Meetings

Students and faculty members on faculty-led programs will attend the following session led by the Study Abroad Coordinator (Dr. Melanie Marks) and must complete the appropriate risk management form:

Students participating in exchange or affiliated study abroad programs will attend a session led by the Director of International Affairs (Dr. Petra Visscher).

Be sure to set up appropriate dates and times for both types of pre-departure meetings using the form on Longwood's Event Scheduling page. Confirm dates and times with Dr. Marks and Dr. Visscher before scheduling.

Evaluation Survey

 

The Short Term Evaluation survey goes to faculty-led program participants; the Long-Term survey goes to exchange and third-party program participants.  The Study Abroad Coordinator (Dr. Marks) will tell you when to do this.

 

To send either survey, simply click on the survey you want to send out and use the corresponding files in the big filing cabinet in the office to populate the email list when prompted by Survey Monkey. 

In the past, we have had a random drawing for $50 LancerCash as an incentive for students to complete the survey. Before sending the survey, be sure to check with the international affairs administrative specialist (Linda Sauve) and Longwood Disbursements Manager (Sylvia Schutt) to ensure we have the funds. Once the $50 drawing has been approved, complete a Banner Payment Request form on Longwood's Financial Operations website (first item under "other resources" in the sidebar on the right).

 

  • Username: InternationalAdmin
  • Password: StudyAbroad2012 

Google Docs Emergency Contact Forms

 Annual Request for Study Abroad Locations

Ray Ostrander (Administrative Sergeant/Accreditation Manager from the LUPD) will send us an annual request for study abroad locations and dates. Be as specific as possible, but it is not necessary to provide exact addresses if that information is not available. Create a spreadsheet including the following, and send it to Ray:

  • For faculty-led trips: Names of cities and countries visited (located on trip itinerary) as well as dates of the trip
  • For independent trips: Name and address of university attended by each student (if applicable), cities and countries visited, as well as dates of the trip. University, cities, and dates can be found in students' files; addresses can be found on university websites.

Example spreadsheet

Study Abroad Reports

 Orientations/Open Houses

Throughout the year you will be asked to staff various open house and orientation events. For these events, please provide copies of the following flyer on brightly colored paper.

Orientation/Open House Flyer (.PDF)

 

Checklist for International Student Services

 

SEVIS Registration and Enrollment Reporting (for Patti)

Both J-1 students and F-1 students must be registered in SEVIS within 30 days of their program start date (for new students) or next session begin date (for returning F-1 students).

To begin, you must have:

O The room number or address for each student or exchange visitor (can be obtained from Jean Wilwohl)

O The next session start date for F-1 students (the beginning of the Spring 2013 semester)

Procedure for J-1 Exchange Visitors

For J-1 students and scholars: On the SEVIS home page, click on "EV Lists" and then select "Initial Status Exchange Visitors and Dependents" on the menu (every exchange visitor on this list must be registered).  Click on the student name to get to the personal information screen, then click "Validate Program Participation" from the menu on the left sidebar.  Enter the students address (Wayne was given a copy of housing assignments for these students, the scholars will leave at 501 High Street). You are done (that was easy!).

Procedure for F-1 Students

For F-1 students: You must register both NEW and RETURNING F-1 students.  On the SEVIS home page, click on "Student Lists" and then select "Initial Status Students" every exchange visitor on this list must be registered or their attendance must be deferred (If attendance needs to be deferred, it should be done before the program start date.  Click on the student name to get to the personal information screen, then click "Registration" or "Defer Attendance" from the menu on the left sidebar. For deferring attendence, just select a new program start date. The student will need the new I-20 reflecting this date. For registration, you will need to enter their address (if it has changed, you can obtain this from the BOE report) and the next session start date. Once all initial AND active students have been deferred or registered, you are done.

Registering Exchange Students for Classes

  • Enter all exchange students names, DOB, addresses and graduate or undergraduate status into the registration spreadsheet.
  • Contact all international exchange students to determine their top 4 choices for classes they would like to take, as well as 3 alternates. You can get a current course offering list from the registrar's office.
  • Send the completed spreadsheet to the registrar's office so they can be entered into the system as non-degree-seeking students.
    • Be sure to ask the registrar to lift the 12 credit limit put on non-degree-seeking students.
  • Once the students have been added into the system, they can be registered for classes, either by the International Student Advisor (if those privileges are given) or by the registrar's office.
  • Contact the students to let them know which classes they will be taking.

Obtaining Housing for Exchange Students

  • When you have received all of the student applications, let housing know the tentative number that will be coming so they can be prepared to set aside enough spaces for them.
  • Once the registrar's office sends you students' L-numbers, you can add them to the spreadsheet (above) and send this information to the housing office. Remember to include the student's gender so housing can pair them with roommates accordingly.
  • Housing should respond with information regarding the students' housing placements. Let the students know where they will be staying and who their roommate will be, providing contact information if possible.

 1. Arrival and Orientation Procedures

International Exchange Student Orientation- International Exchange Students do not participate in orientation performed by the First Year Experience Office, and thus must receive a comprehensive orientation offered by the Office of International Affairs. The procedure for arrival and orientation for international exchange students is below.

By April 1

O Set arrival dates and departure dates for international students for the next academic year.  Use travel spreadsheet and coordinate with Office of International Affairs admin. assistant. Make plans for transportation and arrival, it usually takes about one 14 passenger bus (with luggage space in the rear) per every 8 students since they will have lots of luggage. Confirm dates with bus driver Toris Hatcher and with Motor Pool Manager, Jennie Hardy. Toris cell - (434) 394-8797.

O Reserve room for orientaton with conferences and scheduling.  It is best to reserve a computer lab such as Hiner G20 with a printer (use departmental print card) so that students can purchase insurance, and learn how to use MyLongwood and their email account while someone is there to assist if there are questions.

O Begin crafting the orientation schedule, by inviting participants. Create the international exchange students orientation program. Presentations to be performed by the International Student Services Advisor can be found below:

-Maintaining Legal Status

-Adjusting to Life at Longwood

-Preparing for Your First Week of Class

 By July 1

O Email International Student Buddies and ask for volunteers to assist with international student arrival and orientation. Send final list to Doug Howell (howellda@longwood.edu) in the RCL office.

International Student Orientation for degree seeking students-Degree-seeking international students will participate in New Lancer Days (NLD) and LSEM with other incoming freshman. However, they need a short orientation that covers matters that are relevant to them. This orientation should be scheduled so that it does not conflict with NLD. Coordinate with Stacey Wilkerson (wilkersonsu@longwood.edu) on this. The International Student Services Advisor will present only the 3 presentations below.

-Maintaining Legal Status

-Adjusting to Life at Longwood

-Preparing for Your First Week of Class

By June 1

O Coordinate with Stacey to schedule a mutually beneficial time and get the upcoming NLD schedule.  Add the international student orientation sections to this schedule.

ESLP Orientation- ESLP Orientation should be short and cover only the basics. The ESL Director will make sure that more traditional orientation topics will be covered in class were the information can be more easily disseminated to the students. The International Student Services Advisor should present only the presentation below.

-Maintaining Legal Status

2. Pre-Arrival Communication with International Students

By June 1

O Send initial email to international exchange students and to degree-seeking international students

O Send follow up email to international exchange students and to degree-seeking international students. The Meal Plan Selection Form should be attached to the email to the international exchange students. The International Student Buddy Program Survey should be attached to both emails.

O Include the International Exchange Student Handbook (pdf) in the e-mail to exchange students.

  • International Exchange Student Handbook (.docx) - Change contact info to Brian when he arrives.

3. Yearly Tasks

O-Semi-Monthly-Run the BOE Reports that will help with SEVIS reporting and ensuring that students are maintaining legal status. Use the reports to update the international student roster.

O-Maintain the Facebook page: The GA will update with events and also timely information to help international students maintain legal status.

By April 1

O Make sure that the previous semester's exchange students are going to receive their transcripts. Have students complete the transcript request form, then send them to Danielle Crist (cristde@longwood.edu), the Transcript Officer. Note that a free copy of the transcript can only be sent to the international office at the partner institution. If a student wishes to obtain a copy for personal use, they must order one from the Registrar's website.

O Begin the International Exchange Student Admissions process:

1. Receive all international exchange student applications from Longwood University exchange partners and review them with the Director of International Affairs.

2. Send acceptance letters to admitted students with DS-2019's and Certificate of Immunization Record form via Fedex or UPS. Also, at the same time, send them an email notifying them of their acceptance and with further instructions.

3. Send student information to Roxanne Martin (martinrn@longwood.edu) in the Registrar's Office so that students can be issued LUID numbers and be matriculated. Be sure to note that these students should be allowed to register for up to 18 credit hours.

4. Once LUID's have been created, add exchange students to the international student list. Send list of new and returning international exchange students to Jean Wilwohl (wilwohlja@longwood.edu) in the RCL Office (for housing assignments), Karin Warner (warnerkj@longwood.edu) in Student Accounts (for billing arrangements, you must specify which students are in an exchange program that offers a fixed tuition cost, such as Anhui University of Technology or a true 1-for-1 exchange program), Billy Franklin in the Post Office (franklinba@longwood.edu) (for mailbox assignments), Paige Epps (eppsps@longwood.edu) in User Support Services (for email and MyLongwood access when they arrive) and Chrissy Sampier (for ID cards when they arrive).

5. Work with the assistant deans to have the students registered for classes. 

6. Send follow up email once housing assignments, and mailboxes have been issued. Non-fixed tuition cost exchange students can choose a meal plan option.

O Prepare for international student departure. Ask students to pay any fines, return room keys, and clean their room as directed by the RCL Office in order to avoid damage charges. Also reserve buses and drivers.

By May 15

O Notify the RCL, User Support Services, the Post Office and the Registrar of which exchange students will be returning and which will not.

 

By July 15

O Plan International Student Welcome Reception, International Coffee Hours  and International Student Internship and Employment Workshop for the fall term.

O Finalize the fall term orientation schedule for both the ESLP, international exchange students, and degree seeking international students.

O Obtain list of International Student Buddies who volunteer to assist with orientation activities. Plan with International Student Buddy Program Coordinators (job description).  Also, decide buddy matchups and make sure that buddies know to attend the International Student Welcome Reception where they will meet their international student.

O Get room keys and loaner ID cards from Doug Howell (howellda@longwood.edu) in the RCL Office and mailbox combination cards from Billy Franklin in the Post Office, and place in orientation info-packets.

O Coordinate with Georgia Holman and Evelyn Queen at Sunchase about the arrival of new ESLP students. They can arrange for furniture rental with about 3 days notice, and can also arrange a room reservation at the Hampton Inn for the students if they will arrive after the leasing office closes.

O Coordinate with Jennifer Carlyle (jcarlyle@walk2campus.com) at Walk2Campus properties about the incoming visiting faculty apartment at 501 High Street.

 

By September 1

O Meet with International Student Buddies for the first time of the semester and hold training workshop for new buddies. At the training workshop in the past there has been a presentation about the buddy program purpose and expectations followed by a cultural simulation game (such as BARNGA).

By October 1

O Plan International Education Week (past schedule of events).

By November 1

O Find Thanksgiving Host Families to host interested international students. Also, query the international students to find which students are not traveling and who will not go home over winter intersession. Help these students with finding a place to live, if they need it. In the past, an email has been sent to faculty and staff to solicit possible host families. Past Thanksgiving host families include Jackie Jones (jonesjc@longwood.edu), Denise Hill (hillda@longwood.edu), David Lehr (lehrdl@longwood.edu), Joanna Baker (bakerjh@longwood.edu), Margo Potts (pottsmm@longwood.edu), Susan Bagby (bagbysh@longwood.edu), and John Burke (burkejj@longwood.edu).  Past Winter Intersession Host Families include: Wayne McWee (mcweewe@longwood.edu), Melanie Marks (marksmb@longwood.edu), John Burke (burkejj@longwood.edu) and Jackie Jones (jonesjc@longwood.edu).

By March 1

O Plan the International Student Closing Ceremony (program).