For Study Abroad Participants

Study Abroad Essentials

Prepare for your upcoming adventure

First Step Essentials

Register for Your Class (Short-Term Programs)

University of Lynchburg faculty-led programs are credit-bearing courses. After consulting with the faculty member(s) leading the program, be sure to register for the appropriate study abroad class. Remember that in addition to the program’s site visits and tours, you will have assignments before, during, and after your study abroad experience.

Approval (Non-University of Lynchburg Programs)

If you plan to study abroad for a semester or academic year or participate in a non-Lynchburg summer program, you need to obtain advance approval from the University of Lynchburg to receive academic credit for your studies abroad.

You must meet with us well in advance (at least six months for semester-long programs) to review the necessary procedures and begin the application process.

Payment

For the University of Lynchburg faculty-led programs, you pay an additional tuition fee (except for the Spring Break program) directly to the University of Lynchburg. The program fee (flight, accommodation, insurance, etc.) associated with these programs is paid to the study abroad service provider. You may not participate in these programs unless all tuition and fees are paid.

For non-University of Lynchburg programs (semester/year/summer), you pay your fees directly to the organization sponsoring the program.

Financial aid can be made available for both types of programs listed above. It is your responsibility to consult the Financial Aid Office and the International Programs Office to find out what options are available.

Honor Code

Study Abroad is an extension of the University of Lynchburg experience and campus. As such, all study abroad programs are subject to the University of Lynchburg Honor and Student Conduct Codes and Regulations. You represent the University of Lynchburg whether you are traveling overseas with the University or another organization.

International Student Identification Card

Apply for the International Student Identification Card, which provides for evacuation insurance in the event of an emergency. This insurance is extremely important because these costs can be very expensive.

Immunizations

Some countries require certain immunizations. Check the website of the embassy of the country you plan to visit for required immunizations. Check with your physician to be sure you have immunizations that are required. Consider having a complete physical check-up and any necessary dental work done before going abroad.

“I’m Going”

Next Steps: Preparing for Your Journey

Process & Orientation

Students should apply for the program they are interested in through the Office of Global Education.

Pre-Departure Orientation:

As part of your study abroad participation requirements, you are expected to complete the online pre-departure orientation and attend all program orientations held by faculty leaders. The online orientation will educate you on dealing with culture shock, what to expect, best travel practices, how to handle emergencies, and more. Faculty leader pre-departure meetings will answer questions you may have about your program and give you the tools needed to get the most out of your experience abroad!

Students who are participating in External/Exchange programs will meet with the Director of Global Education individually to complete their Pre-Departure Orientation. Additionally, they will follow the orientation process provided by their program providers/host institutions.

Full completion of Pre-Departure Orientation and a signed acknowledgment form are required for students to study abroad. If you have questions, please contact [email protected].

Passports & Visas

Passports:

A U.S. citizen needs a passport to depart or enter the United States and to enter and depart foreign countries. Passports are issued by the United States Department of State; processing time can take 4 to 6 weeks or longer. For complete details click on the following link to the U.S. State Department.

Visas:

Students traveling abroad to most countries for a period greater than 90 days are required to apply for a visa. The foreign consulate will process an application by reviewing the required documents (see specific links below) by applying an official stamp or seal to a page of a valid passport. It is important to plan for a visa application — processing time ranges from one day to four weeks. Some consulates require an application in person. Contact the consulate personally to confirm requirements and fees.

Embassies:

A to Z Foreign Embassies in the U.S.

Important Notice:

This site is meant to provide general information about obtaining passports and visas. The process can be time-consuming and at times frustrating, but holding valid documentation to travel is essential to proper legal status while participating in a study abroad program. Students are advised to contact the issuing agencies directly by phone or in-person to obtain the most current requirements, procedures, fees, and deadlines. If you are confused about the visa process, please contact the Global Education Office for assistance. University of Lynchburg faculty and staff shall not be held responsible for outdated information.

Photos for Passports & Visas:

Department State Requirements for Passport Photos

Photos of the same dimensions can be used for visa applications, ID cards, and other purposes. Be sure to get enough copies.

Types of Insurance

Insurance provided by the University of Lynchburg:

Students enrolled in a Lynchburg-sponsored study abroad, international service learning, or internship program will be covered by an insurance policy administered by (EIIA) for the period that they are participating in the program. This is basic health coverage. Additionally, it includes an emergency medical policy, medical evacuation and repatriation, and non-medical assistance service. More information concerning the insurance plan will be distributed with your orientation materials. Insurance cards and information regarding your plan will be sent via email before your program begins. Additional information and support services can be found on the EIIA web page. Canceling your current U.S. policy is not advised. Disruption of coverage could cause problems when reinstating.

Trip Cancellation Insurance:

In addition, students are strongly encouraged to purchase travel and trip cancellation insurance that would provide monetary support for non-refundable expenses and service charges imposed by public carriers and travel suppliers, including baggage loss or delay. The University of Lynchburg does not represent or act as an agent for, and cannot control the acts or omissions of, any host institution, host family, transportation carrier, hotel, tour organizer, or other providers of goods or services involved in the program. In the event of a voluntary withdrawal, the University of Lynchburg may be unable to refund student fees; however, students may claim unrecoverable expenses through a travel insurance provider.

Before you Leave and Return

Before You Leave Campus

Leave of absence

Students who plan to study abroad for a full semester (fall or spring) must apply for a leave of absence from the University of Lynchburg.

Financial aid

Your financial aid may be affected in various ways by your leave of absence for semester programs, depending on the length of your leave, the reason for it, and the type of leave you have.

Any University of Lynchburg financial aid does not travel with you. There are several loans and scholarships available for financial aid, including scholarships from study abroad service providers, or through other accredited institutions.

Contact the Solutions Center if you receive financial aid of any kind. A financial aid officer will tell you about re-applying for aid when you return to the University of Lynchburg, about notifying lenders of any student loans you may have, and other information pertinent to your financial aid.

You must take care of this to ensure a smooth return to the College.

Course approval

Students taking a leave of absence to study abroad need to have all courses to be taken abroad approved before leaving the University of Lynchburg. Upon return, students will earn transfer credits for their coursework provided they receive a letter grade of “C” or better in their classes.

Registration for the semester you will be returning

Registration and pre-registration materials are sent to all students on Leave of Absence before the semester in which they plan to re-enroll.

Plan your academic schedule for the semester following your return from study abroad. Have your advisor review this schedule with you in advance of your departure for study abroad.

If you have questions or do not receive registration materials, contact the Office of the Registrar (434.544.8218).

Before You Return to Campus

Housing

Approximately 2 months, but not later than 1 month before you return, you should contact the Solutions Center in writing to arrange a housing assignment. They will send you a Room Preference form, which should be completed and returned immediately. You will receive confirmation of your room assignment approximately 1-2 weeks before the semester is to begin.

You will need to clear your eligibility for off-campus living with that office and complete the necessary forms and applications.

Enrollment deposit

In February, you will receive information concerning your enrollment deposit payment, which is required for continued enrollment. This fee ($600 for on-campus residents, and $200 for off-campus residents) is a required payment each spring to receive enrollment, housing, financial aid, and course registration for the upcoming academic year.

If you have any questions or if you do not receive a bill for the enrollment deposit, contact the Solutions Center at [email protected].