Global Experiences Transfer Credit Approval Process

Note: The below steps are only for international global experiences where a student is participating in a for-credit experience. If you are looking for information regarding transferring credit from a U.S. institution, please consult your academic advisor. 

Why do I need to complete Transfer Credit Approval Process before studying abroad? 

The Transfer Credit Approval Process (formerly the foreign study checklist/FSC) is required to maintain your enrollment as an Ohio University student. Additionally, this process allows you to:  

• Verify that your expectations regarding credits earned are realistic and ensure that you receive academic credit. 
• Understand if and how your financial aid package (scholarships and loans) will apply to your program costs.  
• Ensure that you understand the appropriate guidelines and policies 

Still narrowing your program decision? Not a problem. 

If you have narrowed your program choice down to a final two or three options but want to see how credits and financial aid applies to each, you may being an application for all options. Create a new application with specific program details for each program you'd like to compare.  When you've decided on your final choice, you can email global.opportunities@ohio.edu to let us know that you'd like to cancel the other applications.  

What does the process look like? 

The credit approval process consists of four steps, which students will complete in the Office of Global Opportunities Student Portal. 

1. Admissions Approval - Confirms that the institution issuing your transcript is an accredited by a national ministry of education and the credits earned can be accepted by Ohio University.  
2. Academic Approval – Evaluates what courses will be available on your global experience and how they will transfer back to your DARS at Ohio University. 
3. Budget and Financial Aid Approval - Understand total program cost as well as if and how financial aid can apply to your program costs. 
4. Verification of Enrollment – Once you are on-site, you will submit a verification of enrollment form, which allows OHIO to confirm your enrollment and disburse any applicable financial aid. 

Admissions Approval 

This section is completed by an OGO (Office of Global Opportunities) advisor in consultation with Undergraduate Admissions when your program is approved within the OGO Student Portal.  You will know that your program is approved by OGO when your program name in the OGO Student Portal switches from "Non-OHIO Placeholder Program" to the actual name of your selected program and you have received an "Acceptance" email.  Note: This process can take up to one week after your application has been received.  

After OGO has approved your program, you will see your transcripting institution listed on the "Admissions Approval" tab of the OGO Student Portal.  You will review this information and contact Global Opportunities ASAP if you have any questions or concerns about what is listed there. 

Transfer Credit Guidelines

Final determination of transfer credit will depend on the transcript received after the experience has been completed. Courses and grades must meet the guidelines found on http://www.catalogs.ohio.edu/content.php?catoid=39&navoid=2333#Transf_Other_Col_Univ. In most cases, study abroad course credit pre-approved during this process meets these guidelines. 
 
Undergraduate students must receive the equivalent grade of a “C” or better to receive transfer credit to Ohio University. Graduate students are required to receive the equivalent of a “B" or better. Transfer credit will be placed on your DARS after the Ohio University Admissions Office has received and evaluated the official transcript from the recognized or accredited university. The transfer credit will appear as a “T” signifying that it is transfer credit, followed by the appropriate letter grade that you received, e.g., “TA,” “TB”. 
 
It is your responsibility to ensure that the host institution or the provider will send a transcript, translated in English, if necessary, to the Office of Global Opportunities. If secure digital transcripts are offered, request these be sent to admissions@ohio.edu, and if possible, copying global.opportunities@ohio.edu 

It can take 2 to 4 months for the host institution to send your transcript. Upon receipt, the transcript is forwarded to the Office of Undergraduate Admissions and then to your college/department, as they add the course equivalencies. 
 

Academic Approval 

In this section, you will evaluate what courses are available on your global experience and how they will transfer back to OHIO. You will work with the transfer credit specialist in your college(s) of enrollment to receive academic pre-approval for any courses you consider taking on your global program.  

How to find your Transfer Credit Specialist 

You must meet with the transfer credit specialist in your college(s) of enrollment. To find the appropriate contact for your college and to see their preferred method of scheduling, please visit: http://bit.ly/FSCpart3. You may be required to meet with more than one individual depending on the courses you plan to take.  

You will need to bring the following to your meeting with your point person(s):  

• Academic Approvals Form   (to be completed during your meeting)
• Course descriptions and/or syllabi for all potential courses  

NOTE: Without course syllabi, transfer credit specialists may be unable to properly equate your proposed courses. Contact your global program provider or university partner to request course descriptions and/or syllabi.  OGO suggests you get at least twice the number of courses approved than your intended course load in case some courses become unavailable, or you decide to take alternative classes once onsite. 

Participants should keep all updated syllabi and completed coursework from the study abroad experience in case additional approvals or checks are needed upon return.  

Once you have received academic approval signatures and understand the course equivalencies, you will then upload your completed academic approval form in the OGO Student Portal.  

If your program provider also has a course approval form, you can email that form to global.opportunities@ohio.edu and an advisor will sign it for you.  You must have completed the "Academic Approval" tab in order for OGO to sign off on those provider documents.  

Budget and Financial Aid Approval 

For this section, the process varies for Exchange and Non-OHIO experiences. Students interested in exchange programs will utilize the student budget worksheet associated with the exchange experience for their term of interest. The student budget worksheet can be found on the program website.  

Students interested in Non-Ohio experience will work with an OGO advisor to create a budget outlining the total estimated “cost of attendance” for the global experience.  

Creating a budget (Non-OHIO Programs): 

1. Download the Alternative Budget Form. Utilize this guide to determine the total estimated “cost of attendance” for your global experience. Be sure to include any program fees your provider has, the $150 education abroad administrative fee as well as out-of-pocket expenses like round-trip airfare, food (if meals are not included), extra travel expenses, passport and visa fees, and other miscellaneous costs. 
2. Meet with an OGO Advisor.  An OGO advisor will review your budget to ensure you have accounted for all estimated program costs. You will need an OGO advisor to sign off to complete your registration. 

Once students have either a student budget worksheet or an OGO-approved alternative budget form, they are then able to meet with Financial Aid to chat about their financial situation.  

When going to financial aid, students must bring: 

• A copy of their completed Academic Approval form (see the Academic Approvals for more details). 
• A copy of the student budget worksheet or their completed Alternative Budget Form, signed by an OGO advisor 
• Any questions about their financial situation. 

Verification of Oversees Enrollment (VOE) 

Once you have arrived on-site you will need to confirm your enrollment as an Ohio University student by completing the Verification of Enrollment (VOE) form.  

After you have arrived in your host country: 

1. Download a copy of the VOE Form 
2. Complete the top portion of the form. 
3. Reach out to the appropriate institutional authority overseas (in-country Program Director or Registrar) and have them complete the second section. They must sign, date, and, if available, affix or stamp the institution’s official seal on it. 
4. Upload a copy of the form in the OGO Student Portal.  

After a VOE has been submitted, any financial aid and scholarships that are applicable to your experience can be released. Please anticipate that it will take approximately two weeks for financial aid to be released after OGO receives the completed VOE.