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Info for Academic Advisors

Academic Advisors play an important role in Study Away!  Students are required to meet with you as part of the application process to discuss what courses they can or cannot take abroad and what requirements they need to fulfill.  You will be asked to sign the Course Authorization form and the Returning Course Authorization form in order for them to be accepted into their program. Lists of pre-approved courses at our major programs are available at the Study Abroad office for your advisee or you to pick up. Many advisees will also ask you to fill out an online recommendation that needs to be submitted by the application deadline. If you have problems with online submissions, we do accept paper copies as a last resort. Please email with a screenshot of the issue if you need assistance.

Important Info for Advisors
Your advisee is interested in study should:

-Identify the best term(s) for your advisee to go abroad. Students typically apply in sophomore year for a Junior semester away.
Specific majors and programs have recommended semesters: Architecture (4th year Fall or Spring), Animation and Graphic Design (3rd Year Spring), Pre-PA (3rd Year Fall). Academic program approval is required for a semester away during Fall of Senior year.

-Review their curriculum checksheet and identify courses that they are allowed to take overseas (or any courses that they cannot take abroad & must be taken at Jefferson - East Falls). For Hallmarks, most programs have options for Global Diversity, Global Citizenship, Integrated Seminars and Ethics. However, Debating Global Issues MUST be taken at Jefferson - East Falls. It CANNOT be taken anywhere except at Jefferson - East Falls. There is not a Debating Global Issues course in Rome. DEC core courses are also limited to East Falls Campus. Language courses are encouraged prior or during semester abroad and satisfy either  Global Diversity or Global Citizenship requirements in Hallmarks.

-Tell your advisee about his/her study abroad program options (if your department has specific programs that a student must choose from) or direct your advisee to the Study Away Website, info session or office to learn about their options. Programs that have not been pre-approved (listed on our website)require an additional proposal and review by the Study Abroad Committee and approval from the students' college. If a student has a location in mind that is not supported by their major for semester study, students can take electives and Hallmarks during summer term at most locations. Students should be advised not to apply directly to an external program without meeting with the Study Away office.

-Tell your advisee to check the Study Away Office website at for information sessions, application deadlines and other information.

-Pre-approved course lists are available at the Study Away Office. The students should bring one to their meeting with you!  We have copies in the Study Away Office for them to pick up. Here's the list for the Rome Center (UARC equivalencies Hallmarks 8-16.pdf)

-Students MAY take courses that are not listed on the course sheet. If you student needs or is interested other courses in their program catalog, they MUST request approval (signature on form) from the academic program director or designated faculty who oversee transfer equivalency by providing a course description and/or syllabus.

-Use the sample below to review and sign their course authorization form and initial program's course sheet. Instructions are provided on the back. Incomplete or incorrect forms will be returned to student to resubmit! Please indicate concerns or special instructions on space provided on the back.

IMPORTANT UPDATES: Advisors must now also initial program cost sheet for advisee to attach to application. Only Academic Program Directors or designated faculty reviewers may approve new credit equivalents. Documentation for new approvals must have signature of director/approved reviewers on the CAF AND an attached course description or syllabus with the director/reviewer's initials

Students MUST select alternate courses for all programs!!

Sample for Rome Center:CAF Rome Sample.pdf
Sample for a pre-approved program:CAF External Program SAMPLE.pdf
Blank form with instructions on p 2: SA Course Authorization Form.pdf

When your advisee is abroad...
-He or she may make changes to their schedule after arriving in the host country and may need your advice on the course changes.  Remember to also refer your advisees to the PhilaU Study Away Office, who can work with the students to establish an official course equivalency. Students should be notifying the Study Away office on their arrival and course schedule through their Study Away account. Please note that students' transcript will list "Study Abroad" for these courses until their transcripts is processed after they complete the program. This process can take up to 9 weeks depending on the program.

After your advisee's time abroad...
-He or she may contact you asking when their study abroad grades will be posted to their PhilaU transcript.  You can tell your advisee (as the Study Abroad Office already has) that it could take 6 to 8 weeks for the Study Abroad Office to receive the foreign transcript.  When received, the Study Away Office will process the transcript and send the paperwork to the Registrar's Office for their PhilaU transcript to be updated. Students should be able to view any received transcripts and transfer reports on their Study Away account while they wait.

Study Abroad 101 for Advisors
Feel free to browse our program pages and approved program websites. If you would like to learn more about study abroad and the programs we offer your students, feel free to contact the Study Abroad Office for more information or to schedule an info session for your department/school.  If you are doing a great deal of advising on Study Away, we can also provide you access to the SA advising folder. Email your request to