Faculty Handbook

Admitting students

Notify OSA of acceptance status by signing and dating the Program Leader Approval List that will be given to you when you review the student files.  DO NOT call OSA to give verbal approval:  students must be approved in writing.  Once the file, judicial record, and academic student records have been reviewed and the Faculty Approval List has been signed, OSA will send official acceptance packets to the students.  Since acceptance is a multiple step process, do NOT notify students of acceptance.

If you receive inquiries or wish to learn more about the student financial obligations related to admissions, transfer or withdrawal, see the Decision Form and the Statement of Responsibility students are required to complete.

Maintain regular contact with students you have accepted into the program.  This ongoing communication is vital to keep students engaged and excited about participating in your program and will ultimately reduce the number of students who cancel just prior to departure.  Encourage all accepted students to begin planning by reading the relevant sections of the Study Abroad Student Handbook, purchasing their passports, and scheduling an appointment with a travel clinic.
 
If you learn that a student wishes to withdraw, inform them that they must notify OSA in writing. They are required to complete a Decision Form or notify the Office of Study Abroad, in writing by letter or form (e-mail is not acceptable), that they no longer intend to participate.

The Office of Study Abroad will not accept verbal cancellations from the student or program leaders; withdrawal must be in writing.  
OSA often deals with angry students who are held financially responsible for bills because they tell us “I told my program leader I was withdrawing” but neglected to inform OSA.

Even though you may have several students on your waitlist who could possibly replace a withdrawing student, do not make financial promises to that student.  If none of the waitlisted students can participate, the withdrawing student will be financially responsible according to the cancellation policy.

If you should have insufficient enrollment at the time of the application deadline, DO NOT cancel your program.  The Office of Study Abroad will contact you to discuss strategies and options.  Programs are only cancelled after consultation between OSA, the sponsoring college(s), and program leaders.