For Study Abroad Participants
Prepare for your upcoming adventure
First Step Essentials
Learn about the program
When deciding on a study abroad program, go to the Office of Global Education website.
Research and apply for the program
Each short-term faculty-led study abroad program requires students to apply. A Google form is available on the webpage for each trip. The form requests contact information, passport details (you can upload a photo of your passport application if you don’t have a physical passport), agreement to pay for the trip, acknowledgment of risk, and other relevant information. It also grants the Office of Global Education the authority to review a student’s disciplinary history.
Before applying for a program, you may want to consult with the program’s faculty leader or the Office of Global Education. You may wish to discuss this with your advisor to determine how it aligns with your college career goals and major. You should consider how you will pay for the program and talk to Financial Aid if you need to understand your financial aid resources for the trip. You may also want to apply for a scholarship through the Office of Global Education.
Register for Your Class (Short-Term Programs)
Many University of Lynchburg faculty-led programs include credit-bearing courses. The registrar will register you rather than you registering yourself as you usually would. 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, a program fee is required. You may not participate in these programs unless all tuition and fees are paid. Tuition for short-term faculty-led study abroad is half the price of regular tuition!
For non-University of Lynchburg programs (semester, year, or summer), you pay your fees directly to the organization sponsoring the program. It is your responsibility to consult the Financial Aid Office and the Office of Global Education to find out what financial aid options are available.
If you apply for and are awarded a scholarship from the Office of Global Education, the scholarship funds will be used in your student account.
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.
University of Lynchburg Travel Insurance
The University of Lynchburg offers travel insurance to all students participating in faculty-led short-term study abroad trips. This insurance provides coverage for evacuation and medical care while abroad, which can be quite expensive. Students may consider purchasing an additional policy that covers items not included in the University’s plan. For instance, some travel insurance policies offer reimbursement for costs if a trip is canceled. However, the University’s policy only provides coverage for cancellations in limited circumstances.
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.
Passports
- A U.S. citizen needs a passport to depart or enter the United States, as well as to enter and leave foreign countries. The United States Department of State issues passports; processing time can take 4 to 6 weeks or longer. For complete details, click on the following link to the U.S. State Department.
- Visit Mail Services to get a passport photo.
Most countries require that your passport not expire within 6 months of your departure date. If your passport does not meet this requirement, you should renew it before applying for a study abroad trip.
Some students may not have passports, but they still want to study abroad. That’s OK! You can still apply for study abroad so long as you also apply for a passport right away and receive your passport before you travel. When you apply for a passport, print or save a copy of your application. The name you provide on your passport application must match the name provided by the airline. If the passport arrives with one letter different, you may have to cover a change fee charged by the airline.
“I’m Going”
Next Steps: Preparing for Your Journey
Process & Orientation
Pre-Departure Orientation:
As part of your study abroad participation requirements, you are expected to complete the pre-departure orientation and attend all program orientations held by faculty leaders. The orientation will inform you about what to expect, best travel practices, how to handle emergencies, behavior expectations, and more. Faculty leaders will hold pre-departure meetings to answer questions you may have about your program and provide you with the tools needed to get the most out of your experience abroad.
Students participating in external or exchange programs will meet individually with the Director of Global Education to complete their Pre-Departure Orientation. Additionally, they will follow the orientation process provided by their program providers or host institutions.
A signed acknowledgment form confirming attendance at the pre-departure orientation is required for students to study abroad. At the end of the orientation, you will receive a link to the form. If you have questions, please contact [email protected].
Visas
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 and using an official stamp or seal to a page of a valid passport. It is essential to plan for a visa application, as the processing time can range from one day to four weeks. Some consulates require an in-person application. Contact the consulate personally to confirm requirements and fees.
Some countries require a visa for stays less than 90 days. Some require a ‘travel authorization’. Check the entry requirements for the government(s) you will be visiting.
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.
Embassies:
Before you travel, locate the nearest U.S. embassy to your destination. You might want to write down the contact information for that embassy so that you have it if you need it (e.g. if you lose your passport).
List of Embassies here: A to Z Foreign Embassies in the U.S.
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.
Semester or Year Long Study Abroad
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.
If you are doing a short term faculty led study abroad, you do not need to do this.
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 if you are not participating in an exchange program with a sister university. 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 do not receive a bill for the enrollment deposit, please get in touch with the Solutions Center at [email protected].
