Student Application Review Process

LEARNING CONTENT

• All student applications will be collected online using the Study Abroad application portal (ViaTRM).  
• The application deadline will be set in consultation with the Study Abroad Office.  Other aspects to take into consideration when determining the application deadline include:  
• Other Study Abroad program deadlines.  
• Contract payment deadlines for your program.  
• UP course registration schedules.  
• If the minimum number of students has not applied by the deadline, the Study Abroad office can work with you in a variety of ways:  
• The program application can be extended one time to allow for an additional call for applications.    
• The Study Abroad Director can work with you to explore cost savings opportunities within the budget to allow for running the program below the minimum.  
• Please keep in mind, you will likely need MORE than the minimum number of applicants to apply, as not all students who submit applications and are admitted ultimately end of traveling on the program.     
• Study Abroad staff will provide faculty with a roster of all the students who applied and an overview of their application materials for review/confirmation.   
• Study Abroad requires that all applicants be interviewed, EVEN IF you have already had the students in your class.  The interview is more about setting expectations and clarifying questions than it is about gaining new information about the applicants. That said, if any students are to be turned away, you will need to have documentable reasoning that was equitably applied against all applicants.  
• Space permissible, all eligible students who have academic approval from their School/College to study abroad will generally be accepted into a program, unless a faculty member expresses otherwise. Admission denials need to be documented.  
• Should space become a concern, faculty and Study Abroad staff will determine the students who should be waitlisted and/or "conditionally accepted," based on an equitably applied rubric.    
• Often, students will withdraw from their chosen study abroad program once it gets closer to the start of the program. As such, additional students may be "conditionally accepted" into a program, in the event a peer pulls out. Should the student wish to withdraw from the program for any reason after the student has accepted their place on the program, only recoverable expenses may be refunded. University of Portland standard withdrawal/drop/add deadlines do not apply. The student must submit his/her intention to withdraw in writing to the Study Abroad Office. Email notification is acceptable. If a student indicates possible intention to withdraw from the program at any time, please notify the Study Abroad Office.  
• Through the studiesabroad@up.edu email account, students will be notified of their acceptance into a program. The Faculty Director will be cc'd on this announcement.  
• Through ViaTRM, the Study Abroad Office will continue to provide students with the required confirmation and pre-departure information and documents (e.g., Official Acceptance Letter, Agreement & Release Form, UP Health Form, etc.)  
• Students will be required to confirm their participation by providing the Student Accounts Office a $250 deposit for all summer programs or the entire travel related fee for semester programs with an overseas component.   
• Should a student withdraw from the program, they may lose their deposit and/or any funds that cannot be recovered due to payments made to the provider.   
    

Once students have been accepted into the faculty led program of choice, faculty should reach out and welcome them to the program and provide next steps.